city clerks association of california … clerks association of california . executive board meeting...

CITY CLERKS ASSOCIATION OF CALIFORNIA EXECUTIVE BOARD MEETING

AT NEWPORT BEACH HYATT REGENCY ______________

Conference Call Number 916-658-8212

Agenda Friday, April 29, 2016

12:00 p.m.

1. CALL TO ORDER

2. ATTENDANCE/EXCUSED ABSENCES a. Approval of Absences

3. INTRODUCTIONS/ANNOUNCEMENTS

4. MINUTES a. Approval of December 2015 Meeting Minutes (Roberts)

5. TREASURER’S REPORT a. Treasurer’s Report and Year-end Financials for January, February and

March (Domen) b. Discussion and Direction on Seeking Other Investments for the CD's a

(Domen) c. Discussion and Direction on Insurance for Volunteers (Domen)

6. UNFINISHED BUSINESS a. Status Update Regarding Ballot Measure and Upcoming Election

(Johl)

7. NEW BUSINESS/ACTION/DISCUSSION ITEMS

a. Discussion and Request for Funding for Non-Profit Legal Services to Work with the Professional Development Director to Prepare a Professional Services Agreement Template for the New Regional Education Providers (Abrahamson & Nicol)

b. Status Update on the CCAC Regional Education Request for Qualifications & Next Steps (Abrahamson & Nicol)

c. Consider Draft Regional Director Job Description for Board Approval (Pope)

d. Policy Discussion and Direction Regarding Vendors Donating Their Product/Services to the Board and/or Association (Pope)

e. Consider Removal of the California CMC and MMC List from the CCAC Website (Pope)

f. Discuss and Consider allocating Any Remaining NCCCA Funds as of June 30, 2016, in a CCAC Sub-Account for Use by the Six Regions That Comprise the Current Divisions (Padovan)

g. Request for Letter of Support for IIMC Conference Bid (Kasad)

h. Policy Discussion and Direction Regarding a Bylaw Amendment Regarding Membership Categories (Klock-Johnson)

i. Consider Amendment to CCAC Board Policy 106 – Dues Structure (Klock-Johnson)

j. Consider Support to Establish a City Attorney / City Clerk Public Records Working Group (Smith)

8. DIRECTORS’ REPORTS a. First Vice President (Jasso) b. Second Vice President (Klock-Johnson) c. Communications Director (Rodrigues) d. Legislative Director (Johl-Olson)

e. Professional Development Director (Abrahamson) f. Division Professional Development Reps (Freels/Stermer/Smith) g. Division Trustees ( Cuppy/Charlon/Ortiz) h. Division Chairs (Padovan/Zavala/Kasad)

i. Past President (Concolino)

9. IIMC REPORT (Nicol/Tilton) a. IIMC Update b. Region IX Update

10. PRESIDENT’S REPORT (Pope)

11. ADJOURNMENT

LEAGUE OF CALIFORNIA CITIES CITY CLERK DEPARTMENT

CITY CLERKS ASSOCIATION OF CALIFORNIA JOINT BOARD MEETING

1. CALL TO ORDER President Pope called the Executive Board Meeting to order at 12:01 p.m. 2. ATTENDANCE/EXCUSED ABSENCES

a. Approval of Absences Byron Pope, President Jose Jasso, First Vice-President Wendy Klock-Johnson, Second Vice-President Margaret Roberts, Recording Secretary Kimberly Rodrigues, Communications Director Susan Domen, Treasurer Randi Johl-Olson, Legislative Director Dawn Abrahamson, Professional Development Director Stephanie Smith, Southern Division Professional Development

Representative Shawna Freels, Northern Division Professional Development

Representative Todd Stermer, Central Division Professional Development

Representative (via teleconference) Vicki Kasad Southern Division Chair Deborah Padovan, Northern Division Chair Louisa Zavala, Central Division Chair (via teleconference) Mitzi Ortiz, Southern Division Trustee Ricca Charlon, Central Division Trustee Shirley Concolino, Immediate Past President

EXCUSED ABSENCES Mindy Cuppy, Northern Division Trustee

MINUTES December 4, 2015

12:00 p.m.

3. INTRODUCTIONS/ANNOUNCEMENTS President Pope announced that Todd Stermer will be the Central Division Professional Development Representative. Phoebe Schuler, Senior Assistant Deputy City Clerk with Sacramento was introduced. 4. MINUTES

a. September 30, 2015 (Roberts) b. October 17, 2015 (Roberts)

Abrahamson moved and Jasso seconded a motion to approve the minutes as submitted. The motion carried unanimously. 5. TREASURER’S REPORT

a. Treasurer’s Report (Domen) The new accounting firm has all of the paperwork. There was no official report. 6. UNFINISHED BUSINESS – None

7. NEW BUSINESS/ACTION/DISCUSSION ITEMS a. CCAC consider accepting proposal from SCCCA of $21,000 to be

used for the creation of a scholarship fund in memory of Pat Hammers (President Pope)

Freels moved and Padovan seconded a motion to accept the SCCCA proposal. The motion carried unanimously.

b. Update from the Education Committee on its Action Plan and provide direction on Proposed Regional Training Plan (Kasad)

Smith moved and Rodrigues seconded a motion to accept the conceptual plan. The motion carried unanimously.

8. DIRECTORS’ REPORTS a. First Vice President (Jasso) Jasso is working on the first conference call for the April Annual Conference. It will begin next month and there will be requests for members to help. b. Second Vice President (Klock-Johnson) Klock-Johnson reported that Patrice Olds, Jose Jasso and her have a call with a new vendor on membership payment info that will now go on the website and out via the list serve. c. Communications Director (Rodrigues) Rodrigues reminded the board that articles for The Official Word this week. The website will be populated with what the association is doing

and where it is going. If there are any improvements or pictures for the website send them to her to post.

d. Legislative Director (Johl-Olson) Johl-Olson reported that she received membership feedback on SB450. It is being reviewed for a position to take for a January conference call. Johl-Olson announced the dates for New Law 2017. LegiTrak will begin on January 4, 2016 for the association. e. Professional Development Director (Abrahamson) Abrahamson announced that there were 47 applications for scholarships; February MCMA – 14 partial and one full, March TTC – 27 partial and one full, June TTC – three partial and one full. The two full scholarship were augmented by donations from TTC graduates. Northern Nuts & Bolts in February will be in Rancho Cordova. Central Nuts & Bolts will be coordinated by Abrahamson and Lisa Pope. Each institute director is allotted $2,000 and must attend the IIMC conference. If there is funding available they could be reimbursed for attending CCAC Annual Conference and New Law & Elections Conference. It was suggested that the institute directors be given clear direction on expectations on attending CCAC and New Law. The contracts will be placed on the next agenda and they will be contacted for their input.

f. Division Professional Development Reps (Freels/Smith) Freels reported that sponsorships are up and the vendors are excited. Diamond level sponsors will have a link from the CCAC website and asked if they could be placed now. Advertising in The Official Word for vendors was discussed including the size and timing of placement. Smith reported that she is making notification on the scholarships and she will be taking the regional concept to the regions. Stermer had no report however is looking forward to getting with other PDRs. g. Division Trustees (Cuppy/Charlon/Ortiz) Ricca had no report. Ortiz reported that they need to gear up for fundraising at the Annual Conference.

h. Division Chairs (Padovan/Zavala/Kasad)

Padovan reported that the Northern Division has three meetings and the members want to see more hard skills. They will have a full day in June in Lake Tahoe and they are working on an Athenian Dialogue. Zavala reported that the Central Division had a good meeting in November on strategic planning. They are working on filling the vacancies on the standing committees and on a meeting schedule for next year. The last division meeting will be in June with the Board taking their oath of office at the League California Cities Annual Conference. Kasad reported that the Southern Division looked hard about what they project for their surplus. i. Past President (Concolino) Concolino reported the Pat Hammers Award was given to Vicki Kasad. Concolino Board Manual and get it to Rodrigues for the website. Concolino left the meeting at 12:50 p.m.

9. IIMC REPORT (Nicol/Tilton) a. IIMC Update Nicol reported that IIMC is raising money and looking at where the scholarships should go. The spending needs to match the mission. Nicol asked that the Board consider nominating Pamela Miller for Institute Director of the Year. Roberts moved and Smith seconded a motion to nominate Pamela Miller for Institute Director of the Year. The motion carried unanimously. b. Region IX Update There was no report given.

10. PRESIDENT’S REPORT (Pope) Pope announced that he received a call for possible support for IIMC President. He will ask that it be put in writing. Pope made the eight Policy Committee appointments and once confirmations are made he will notify the Board. Pope reported that he was unable to attend the Alaska Conference at it was League Leaders. Pope suggested that it be considered to change and have the Immediate Past President attend the Alaska Conference as to not conflict with League Leaders.

Smith announced that she would be running for Second Vice president next year.

11. ADJOURNMENT The meeting was adjourned at 1:14 p.m.

12:16 PM 03/15/16 Accrual Basis

City Clerk's Association of California Balance Sheet

As of February 29, 2016

Feb 29, 16

ASSETSCurrent Assets

Checking/Savings10000 · CASH CCAC

10100 · General Banking10040 · US Bank Savings - 2770 43,384.60

10030 · US Bank CD - 8172 7,912.75

10020 · US Bank CD - 7881 7,927.98

10050 · US Bank checking- Rgn IX- 6594 5,449.7610010 · US Bank Checking - 8960 231,875.68

Total 10100 · General Banking 296,550.77

10300 · Nothern Division Accounts10320 · Bank of the West Checking 44,811.7410350 · Bank of the West CD 20,561.59

Total 10300 · Nothern Division Accounts 65,373.33

10500 · Central Division Accounts10550 · Bank of America Checking 8,070.84

10530 · Bank of America CD2 3,371.0810510 · Bank of America CD1 11,639.10

Total 10500 · Central Division Accounts 23,081.02

10700 · Southern Divsion Accounts10730 · Wells Fargo Money Market 9,493.6310710 · Wells Fargo Checking 36,674.25

Total 10700 · Southern Divsion Accounts 46,167.88

Total 10000 · CASH CCAC 431,173.00

Total Checking/Savings 431,173.00

Accounts Receivable12000 · ACCOUNTS RECEIVABLE 6,215.00

Total Accounts Receivable 6,215.00

Total Current Assets 437,388.00

TOTAL ASSETS 437,388.00LIABILITIES & EQUITY

LiabilitiesCurrent Liabilities

Accounts Payable20000 · ACCOUNTS PAYABLE 2,000.00

Total Accounts Payable 2,000.00

Credit Cards25000 · Association Credit Cards 1,454.23

Total Credit Cards 1,454.23

Total Current Liabilities 3,454.23

Total Liabilities 3,454.23

Equity30000 · NET ASSETS

31000 · Unrestricted Net Assets 277,578.4132000 · Temp. Restricted Net Assets 850.00

Total 30000 · NET ASSETS 278,428.41

39999 · Retained Earnings 22,158.42Net Income 133,346.94

Total Equity 433,933.77

TOTAL LIABILITIES & EQUITY 437,388.00

Page 1 of 8


City Clerk's Association of California Profit & Loss Budget vs. Actual

July 2015 through February 2016

Jul '15 - Feb 16 Budget $ Over Budget % of Budget

Ordinary Income/ExpenseIncome

4200 · Meeting- Sponsorship 1,500.00

4000 · MEMBERSHIP DUESCentral Division Dues 0.00 0.00 0.00 0.0%

Northern Division Dues 0.00 0.00 0.00 0.0%

Southern Division Dues 0.00 0.00 0.00 0.0%

4090 · Other Membership Dues 225.00 0.00 225.00 100.0%4000 · MEMBERSHIP DUES - Other 87,249.50 92,700.00 -5,450.50 94.12%

Total 4000 · MEMBERSHIP DUES 87,474.50 92,700.00 -5,225.50 94.36%

4100 · CONFERENCES4103.2c · 103.2 c - Banquet Tix 1,170.00

4103.2d · 103.2 d - Wed night event 4,160.00 0.00 4,160.00 100.0%

4103.2E · Walk/Run 400.00

4103.1 · 103.1 Advanced Academy Fees 6,400.00 4,500.00 1,900.00 142.22%

4103.2 · 103.2 Exhibitor Fees41032b · 103.2 b - Additional Reps 300.00

4103.2a · 103.2a - Booth ($1000) 2,130.004103.2 · 103.2 Exhibitor Fees - Other 0.00 25,550.00 -25,550.00 0.0%

Total 4103.2 · 103.2 Exhibitor Fees 2,430.00 25,550.00 -23,120.00 9.51%

4103.3 · 103.3 Registration Fees103.3 d - Wednesday Event 0.00 0.00 0.00 0.0%4103.3 · 103.3 Registration Fees - Other 79,955.00 74,208.00 5,747.00 107.74%

Total 4103.3 · 103.3 Registration Fees 79,955.00 74,208.00 5,747.00 107.74%

103.4 Other Conference Revenue 0.00 0.00 0.00 0.0%

4103.5 · 103.5 Sponsorships 28,500.00 21,500.00 7,000.00 132.56%4100 · CONFERENCES - Other 0.00 0.00 0.00 0.0%

Total 4100 · CONFERENCES 123,015.00 125,758.00 -2,743.00 97.82%

4300 · Training Revenue4120.1 · 120.1 Nuts & Bolts South 16,200.00 30,000.00 -13,800.00 54.0%

4120.2 · 120.2 Nuts & Bolts Central 4,675.00 0.00 4,675.00 100.0%

4120.3 · 120.3 Nuts & Bolts North 10,209.61 0.00 10,209.61 100.0%4120.4 · 120.4 Income - Athenian Dialogu 6,383.74 6,000.00 383.74 106.4%

Total 4300 · Training Revenue 37,468.35 36,000.00 1,468.35 104.08%

4600 · FUNDRAISING4201 · Scholarship Fund frm Dues 0.00 200.00 -200.00 0.0%

4202 · CCAC Store Sales 23.00 3,000.00 -2,977.00 0.77%

4107.3 · 107.3 Silent Auction 0.00 0.00 0.00 0.0%

4107.7 · 107.7 Other Fundraising 3,071.00 5,000.00 -1,929.00 61.42%

107.8 IIMC Fundraiser 0.00 0.00 0.00 0.0%4600 · FUNDRAISING - Other 0.00 0.00 0.00 0.0%

Total 4600 · FUNDRAISING 3,094.00 8,200.00 -5,106.00 37.73%

46500 · Region X Income 2,445.00

47500 · Division Income47570 · Southern Division Income 15,505.00

45730 · Central Division Income 1,836.5047510 · Northern Division Income 24,961.15

Total 47500 · Division Income 42,302.65

47000 · Investments4102.5 · Central Division Interest 7.81

4102.1 · 102.1 Interest-Sav, CD, Checkg 9.1847000 · Investments - Other 0.47 25.00 -24.53 1.88%

Total 47000 · Investments 17.46 25.00 -7.54 69.84%

4800 · OTHER REVENUES

Page 2 of 8





4500 · Advertising Revenue 14,700.00 10,000.00 4,700.00 147.0%

4400 · Handbook Revenue 1,320.00 2,000.00 -680.00 66.0%4809 · Other Income 1,133.36 0.00 1,133.36 100.0%

Total 4800 · OTHER REVENUES 17,153.36 12,000.00 5,153.36 142.95%

Total Income 314,470.32 274,683.00 39,787.32 114.49%

Gross Profit 314,470.32 274,683.00 39,787.32 114.49%

Expense67000 · Division Expenses

67700 · Southern Division 20,559.95

67300 · Central Division Expenses 6,248.7767100 · Nothern Division Expenses 16,450.77

Total 67000 · Division Expenses 43,259.49

66500 · Region IX Expenses 606.70

6201 · 201 Presidential Expenses6201.1 · 201.1 Institute Dir Support 0.00 6,000.00 -6,000.00 0.0%6201 · 201 Presidential Expenses - Other 6,462.94 6,000.00 462.94 107.72%

Total 6201 · 201 Presidential Expenses 6,462.94 12,000.00 -5,537.06 53.86%

6200 · OPERATING EXPENSES6202.1 · 202.1 Supplies 76.31 0.00 76.31 100.0%

6202.2 · 202.2 Postage, Mailing Service 212.21 0.00 212.21 100.0%

6202.3 · 202.3 Equipment 0.00 0.00 0.00 0.0%

6212 · Bank Fees 3,643.74 6,000.00 -2,356.26 60.73%

6202.6 · 202.6 License & Permits 0.00 0.00 0.00 0.0%6202.7 · 202.7 Telephone 50.686200 · OPERATING EXPENSES - Other 0.00 1,513.00 -1,513.00 0.0%

Total 6200 · OPERATING EXPENSES 3,982.94 7,513.00 -3,530.06 53.01%

6203 · 203 Professional Services6203.25 · Association Managemet Fees 8,400.00

6203.2 · 203.2 Accounting & Tax Prep 0.00 3,500.00 -3,500.00 0.0%

6203.3 · 203.3 Bond Expense 0.00 1,000.00 -1,000.00 0.0%

6203.4 · 203.4 Insurance 0.00 3,500.00 -3,500.00 0.0%

6203.5 · 203.5 Legal Fees 0.00 1,500.00 -1,500.00 0.0%

6203.6 · 203.6 Election Expenses 3,287.41 1,800.00 1,487.41 182.63%6203 · 203 Professional Services - Other 0.00 0.00 0.00 0.0%

Total 6203 · 203 Professional Services 11,687.41 11,300.00 387.41 103.43%

6204 · 204 Committees6204.1 · 204.1 General 40.00 500.00 -460.00 8.0%

6204.2 · 204.2 Legislative 2,012.57 2,500.00 -487.43 80.5%

6204.3 · 204.3 Nominations 0.00 100.00 -100.00 0.0%

6204.4 · 204.4 Educ / Prof. Development 368.22 3,000.00 -2,631.78 12.27%6204.5 · 204.5 Hospitality Committee 0.00 150.00 -150.00 0.0%

Total 6204 · 204 Committees 2,420.79 6,250.00 -3,829.21 38.73%

6205 · 205 Recognition & Awards 303.99 500.00 -196.01 60.8%6206 · 206 Membership Dues Payouts

206.1 Central Div Dues Payout 0.00 0.00 0.00 0.0%

206.2 Northern Div Dues Payout 0.00 0.00 0.00 0.0%

206.3 Southern Div Dues Payout 0.00 0.00 0.00 0.0%206.4 CC fees 0.00 0.00 0.00 0.0%6206 · 206 Membership Dues Payouts - Other -2,634.75 40,000.00 -42,634.75 -6.59%

Total 6206 · 206 Membership Dues Payouts -2,634.75 40,000.00 -42,634.75 -6.59%

62071 · 207.1 Webmaster Expense 220.00 0.00 220.00 100.0%

6207 · 207 Technology 225.99 5,750.00 -5,524.01 3.93%

6208 · 208 Annual Conference Expenses208.1 Speakers 0.00 0.00 0.00 0.0%

Page 3 of 8





208.10 Conference Staff & Logis 0.00 0.00 0.00 0.0%208.11 Conference Supplies, etc 0.00 0.00 0.00 0.0%

208.12 Registration Expenses 0.00 0.00 0.00 0.0%208.13 VIP Dinner 0.00 0.00 0.00 0.0%

208.14 CCAC Store 0.00 0.00 0.00 0.0%

208.19 Hotel Costs (food & rent 0.00 0.00 0.00 0.0%

208.2 Banquet 1,083.91 0.00 1,083.91 100.0%

208.3 Clerk of the Year 0.00 0.00 0.00 0.0%

208.4 Conference bags 0.00 0.00 0.00 0.0%

208.5 Wednesday Evening Event 0.00 0.00 0.00 0.0%208.6 Retiree lunch 0.00 0.00 0.00 0.0%

208.8 VIP gifts & hospitality 0.00 0.00 0.00 0.0%

208.9 Site visit 0.00 0.00 0.00 0.0%6208 · 208 Annual Conference Expenses - Other 18,420.16 108,500.00 -90,079.84 16.98%

Total 6208 · 208 Annual Conference Expenses 19,504.07 108,500.00 -88,995.93 17.98%

6209 · 209 IIMC & Region IX expense209.1 IIMC Dinner 0.00 0.00 0.00 0.0%

209.4 IIMC - Other 19.00

6209.5 · 209.5 Region IX 2,116.73 0.00 2,116.73 100.0%6209 · 209 IIMC & Region IX expense - Other 0.00 4,370.00 -4,370.00 0.0%

Total 6209 · 209 IIMC & Region IX expense 2,135.73 4,370.00 -2,234.27 48.87%

6211 · 211 Board Meeting Expense 14,045.10 15,000.00 -954.90 93.63%

6215 · 215 Fundraising Expense6215.1 · 215.1 CCAC Store Supplies 1,108.28 1,500.00 -391.72 73.89%

215.3 Fundraiser during confere 0.00 0.00 0.00 0.0%6215 · 215 Fundraising Expense - Other 0.00 2,000.00 -2,000.00 0.0%

Total 6215 · 215 Fundraising Expense 1,108.28 3,500.00 -2,391.72 31.67%

6220 · 220 Training expenses6220.1 · 220.1 Nuts & Bolts South 9,672.10


6220.3 · 220.3 Nuts & Bolts North 5,197.80 0.00 5,197.80 100.0%

6222 · Athenian Dialogue 5,855.72 5,000.00 855.72 117.11%6220 · 220 Training expenses - Other 0.00 14,000.00 -14,000.00 0.0%

Total 6220 · 220 Training expenses 31,243.76 19,000.00 12,243.76 164.44%

6221 · 221 Scholarships6221.5 · 221.5 MCEF Contribution 2,500.00 2,500.00 0.00 100.0%

6221.1 · 221.1 Scholarships - CCAC Conf. 0.00 2,500.00 -2,500.00 0.0%

6221.2 · 221.2 Scholar.- TTC / LTC/MMCA 20,750.00 33,000.00 -12,250.00 62.88%

6221.3 · 221.3 Scholarships - Alternativ 1,800.00 3,000.00 -1,200.00 60.0%6221 · 221 Scholarships - Other 19,777.46

Total 6221 · 221 Scholarships 44,827.46 41,000.00 3,827.46 109.34%

60225 · 225 Special Projects225.2 · LOCC Booth 0.00 0.00 0.00 0.0%

Total 60225 · 225 Special Projects 0.00 0.00 0.00 0.0%

602011 · Inst. Dir. Conf. Attendance 0.00 0.00 0.00 0.0%6229 · Other Miscellaneous Service Cos 5.00

Total Expense 179,404.90 274,683.00 -95,278.10 65.31%

Net Ordinary Income 135,065.42 0.00 135,065.42 100.0%

Net Income 135,065.42 0.00 135,065.42 100.0%

Page 4 of 8


City Clerk's Association of California Profit & Loss

July 2015 through June 2016Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 Apr 16 May 16 Jun 16 TOTAL


4200 · Meeting- Sponsorship 0.00 0.00 0.00 0.00 0.00 0.00 1,500.00 0.00 0.00 0.00 0.00 0.00 1,500.00

4000 · MEMBERSHIP DUES4090 · Other Membership Dues 0.00 0.00 0.00 0.00 0.00 65.00 0.00 160.00 0.00 0.00 0.00 0.00 225.004000 · MEMBERSHIP DUES - Other 805.00 585.00 440.00 23,149.50 0.00 16,425.00 31,600.00 14,245.00 3,135.00 0.00 0.00 0.00 90,384.50

Total 4000 · MEMBERSHIP DUES 805.00 585.00 440.00 23,149.50 0.00 16,490.00 31,600.00 14,405.00 3,135.00 0.00 0.00 0.00 90,609.50

4100 · CONFERENCES4103.2c · 103.2 c - Banquet Tix 0.00 0.00 0.00 0.00 325.00 65.00 520.00 260.00 0.00 0.00 0.00 0.00 1,170.00

4103.2d · 103.2 d - Wed night event 0.00 0.00 0.00 0.00 390.00 130.00 1,950.00 1,690.00 195.00 0.00 0.00 0.00 4,355.00

4103.2E · Walk/Run 0.00 0.00 0.00 0.00 0.00 0.00 300.00 100.00 75.00 0.00 0.00 0.00 475.00

4103.1 · 103.1 Advanced Academy Fees 0.00 0.00 0.00 0.00 0.00 0.00 2,800.00 3,600.00 400.00 0.00 0.00 0.00 6,800.00

4103.2 · 103.2 Exhibitor Fees41032b · 103.2 b - Additional Reps 0.00 0.00 0.00 0.00 200.00 100.00 0.00 0.00 0.00 0.00 0.00 0.00 300.00

4103.2a · 103.2a - Booth ($1000) 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,130.00 0.00 0.00 0.00 0.00 2,130.004103.2 · 103.2 Exhibitor Fees - Other 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Total 4103.2 · 103.2 Exhibitor Fees 0.00 0.00 0.00 0.00 200.00 100.00 0.00 2,130.00 0.00 0.00 0.00 0.00 2,430.00

4103.3 · 103.3 Registration Fees -395.00 0.00 0.00 0.00 3,800.00 2,950.00 29,770.00 43,830.00 10,605.00 0.00 0.00 0.00 90,560.00

4103.5 · 103.5 Sponsorships 0.00 0.00 0.00 0.00 15,000.00 9,500.00 4,000.00 0.00 0.00 0.00 0.00 0.00 28,500.004100 · CONFERENCES - Other 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Total 4100 · CONFERENCES -395.00 0.00 0.00 0.00 19,715.00 12,745.00 39,340.00 51,610.00 11,275.00 0.00 0.00 0.00 134,290.00

4300 · Training Revenue4120.1 · 120.1 Nuts & Bolts South 0.00 4,700.00 2,725.00 8,375.00 400.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 16,200.00

4120.2 · 120.2 Nuts & Bolts Central -25.00 4,525.00 0.00 0.00 0.00 0.00 0.00 175.00 0.00 0.00 0.00 0.00 4,675.00

4120.3 · 120.3 Nuts & Bolts North 0.00 0.00 0.00 0.00 0.00 0.00 6,850.00 3,359.61 0.00 0.00 0.00 0.00 10,209.614120.4 · 120.4 Income - Athenian Dialogu 468.74 785.00 225.00 570.00 880.00 155.00 1,880.00 1,420.00 210.00 0.00 0.00 0.00 6,593.74

Total 4300 · Training Revenue 443.74 10,010.00 2,950.00 8,945.00 1,280.00 155.00 8,730.00 4,954.61 210.00 0.00 0.00 0.00 37,678.35

4600 · FUNDRAISING4202 · CCAC Store Sales 0.00 0.00 0.00 0.00 0.00 0.00 23.00 0.00 0.00 0.00 0.00 0.00 23.004107.7 · 107.7 Other Fundraising 0.00 0.00 0.00 3,071.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 3,071.00

Total 4600 · FUNDRAISING 0.00 0.00 0.00 3,071.00 0.00 0.00 23.00 0.00 0.00 0.00 0.00 0.00 3,094.00

46500 · Region X Income 1,030.00 1,415.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,445.00

47500 · Division Income47570 · Southern Division Income 0.00 0.00 0.00 15,505.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 15,505.00

45730 · Central Division Income 0.00 0.00 0.00 1,836.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,836.5047510 · Northern Division Income 0.00 0.00 0.00 24,961.15 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 24,961.15

Total 47500 · Division Income 0.00 0.00 0.00 42,302.65 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 42,302.65

47000 · Investments4102.5 · Central Division Interest 0.00 0.00 0.00 7.81 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 7.81

Page 5 of 8




4102.1 · 102.1 Interest-Sav, CD, Checkg 0.35 0.39 5.64 0.38 0.35 0.33 1.41 0.33 0.00 0.00 0.00 0.00 9.1847000 · Investments - Other 0.00 0.00 0.00 0.47 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.47

Total 47000 · Investments 0.35 0.39 5.64 8.66 0.35 0.33 1.41 0.33 0.00 0.00 0.00 0.00 17.46

4800 · OTHER REVENUES4500 · Advertising Revenue 1,600.00 1,500.00 2,000.00 2,800.00 2,000.00 1,800.00 1,000.00 2,000.00 600.00 0.00 0.00 0.00 15,300.00

4400 · Handbook Revenue 80.00 160.00 80.00 560.00 80.00 80.00 80.00 200.00 440.00 0.00 0.00 0.00 1,760.004809 · Other Income 0.00 0.00 0.00 633.36 500.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,133.36

Total 4800 · OTHER REVENUES 1,680.00 1,660.00 2,080.00 3,993.36 2,580.00 1,880.00 1,080.00 2,200.00 1,040.00 0.00 0.00 0.00 18,193.36

Total Income 3,564.09 13,670.39 5,475.64 81,470.17 23,575.35 31,270.33 82,274.41 73,169.94 15,660.00 0.00 0.00 0.00 330,130.32

Gross Profit 3,564.09 13,670.39 5,475.64 81,470.17 23,575.35 31,270.33 82,274.41 73,169.94 15,660.00 0.00 0.00 0.00 330,130.32


67700 · Southern Division 0.00 0.00 0.00 20,559.95 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20,559.95

67300 · Central Division Expenses 0.00 0.00 0.00 6,248.77 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 6,248.7767100 · Nothern Division Expenses 0.00 0.00 0.00 16,450.77 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 16,450.77

Total 67000 · Division Expenses 0.00 0.00 0.00 43,259.49 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 43,259.49

66500 · Region IX Expenses 0.00 0.00 606.70 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 606.70

6201 · 201 Presidential Expenses 0.00 0.00 0.00 6,281.94 13.00 168.00 0.00 0.00 0.00 0.00 0.00 0.00 6,462.94

6200 · OPERATING EXPENSES6202.1 · 202.1 Supplies 0.00 0.00 16.38 0.00 2.50 -2.50 59.93 0.00 184.98 0.00 0.00 0.00 261.29

6202.2 · 202.2 Postage, Mailing Service 0.00 28.87 6.56 7.49 117.50 26.57 5.82 19.40 0.00 0.00 0.00 0.00 212.21

6212 · Bank Fees 84.08 51.08 42.10 49.38 28.50 344.24 1,313.06 1,731.30 0.00 0.00 0.00 0.00 3,643.746202.7 · 202.7 Telephone 0.00 0.00 0.00 0.00 0.00 0.00 0.00 50.68 51.78 0.00 0.00 0.00 102.46

Total 6200 · OPERATING EXPENSES 84.08 79.95 65.04 56.87 148.50 368.31 1,378.81 1,801.38 236.76 0.00 0.00 0.00 4,219.70

6203 · 203 Professional Services6203.25 · Association Managemet Fees 0.00 0.00 0.00 0.00 2,100.00 2,100.00 2,100.00 2,100.00 2,100.00 0.00 0.00 0.00 10,500.006203.6 · 203.6 Election Expenses 0.00 0.00 3,287.41 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 3,287.41

Total 6203 · 203 Professional Services 0.00 0.00 3,287.41 0.00 2,100.00 2,100.00 2,100.00 2,100.00 2,100.00 0.00 0.00 0.00 13,787.41

6204 · 204 Committees6204.1 · 204.1 General 0.00 0.00 0.00 0.00 40.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 40.00

6204.2 · 204.2 Legislative 479.50 0.00 0.00 1,067.61 0.00 0.00 465.46 0.00 0.00 0.00 0.00 0.00 2,012.576204.4 · 204.4 Educ / Prof. Development 0.00 188.36 0.00 0.00 179.86 0.00 0.00 0.00 0.00 0.00 0.00 0.00 368.22

Total 6204 · 204 Committees 479.50 188.36 0.00 1,067.61 219.86 0.00 465.46 0.00 0.00 0.00 0.00 0.00 2,420.796205 · 205 Recognition & Awards 0.00 0.00 0.00 0.00 0.00 0.00 303.99 0.00 0.00 0.00 0.00 0.00 303.99

6206 · 206 Membership Dues Payouts 0.00 0.00 0.00 -2,634.75 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 -2,634.75

62071 · 207.1 Webmaster Expense 0.00 0.00 0.00 75.00 120.00 0.00 25.00 0.00 0.00 0.00 0.00 0.00 220.00

6207 · 207 Technology 49.00 49.00 78.99 49.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 225.99

6208 · 208 Annual Conference Expenses208.2 Banquet 0.00 0.00 0.00 0.00 0.00 1,083.91 0.00 0.00 0.00 0.00 0.00 0.00 1,083.91

Page 6 of 8




6208 · 208 Annual Conference Expenses - Other 0.00 0.00 0.00 640.00 6,503.50 2,086.24 100.00 9,090.42 3,206.20 2,125.00 0.00 0.00 23,751.36

Total 6208 · 208 Annual Conference Expenses 0.00 0.00 0.00 640.00 6,503.50 3,170.15 100.00 9,090.42 3,206.20 2,125.00 0.00 0.00 24,835.27

6209 · 209 IIMC & Region IX expense209.4 IIMC - Other 0.00 19.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 19.006209.5 · 209.5 Region IX 0.00 0.00 155.04 707.00 1,185.98 0.00 0.00 68.71 0.00 0.00 0.00 0.00 2,116.73

Total 6209 · 209 IIMC & Region IX expense 0.00 19.00 155.04 707.00 1,185.98 0.00 0.00 68.71 0.00 0.00 0.00 0.00 2,135.73

6211 · 211 Board Meeting Expense 0.00 539.24 528.62 11,128.90 5,510.70 -4,114.75 452.39 0.00 0.00 0.00 0.00 0.00 14,045.10

6215 · 215 Fundraising Expense6215.1 · 215.1 CCAC Store Supplies 1,108.28 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,108.28

Total 6215 · 215 Fundraising Expense 1,108.28 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,108.28

6220 · 220 Training expenses6220.1 · 220.1 Nuts & Bolts South 0.00 1,000.00 5,508.27 3,163.83 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 9,672.10

6220.2 · 220.2 Nuts & Bolts Central 154.46 9,263.68 100.00 0.00 0.00 0.00 0.00 1,000.00 0.00 0.00 0.00 0.00 10,518.14

6220.3 · 220.3 Nuts & Bolts North 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5,197.80 0.00 0.00 0.00 0.00 5,197.80

6222 · Athenian Dialogue 0.00 1,083.07 835.72 562.55 1,613.16 766.84 0.00 994.38 684.68 0.00 0.00 0.00 6,540.40

Total 6220 · 220 Training expenses 154.46 11,346.75 6,443.99 3,726.38 1,613.16 766.84 0.00 7,192.18 684.68 0.00 0.00 0.00 31,928.44

6221 · 221 Scholarships6221.5 · 221.5 MCEF Contribution 0.00 0.00 0.00 2,500.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,500.00

6221.1 · 221.1 Scholarships - CCAC Conf. 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

6221.2 · 221.2 Scholar.- TTC / LTC/MMCA 0.00 0.00 -100.00 0.00 14,100.00 0.00 0.00 6,750.00 0.00 0.00 0.00 0.00 20,750.00

6221.3 · 221.3 Scholarships - Alternativ 0.00 0.00 0.00 0.00 0.00 1,500.00 0.00 300.00 0.00 0.00 0.00 0.00 1,800.006221 · 221 Scholarships - Other 0.00 0.00 0.00 19,777.46 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 19,777.46

Total 6221 · 221 Scholarships 0.00 0.00 -100.00 22,277.46 14,100.00 1,500.00 0.00 7,050.00 0.00 0.00 0.00 0.00 44,827.466229 · Other Miscellaneous Service Cos 0.00 0.00 0.00 0.00 5.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5.00

Total Expense 1,875.32 12,222.30 11,065.79 86,634.90 31,519.70 3,958.55 4,825.65 27,302.69 6,227.64 2,125.00 0.00 0.00 187,757.54

Net Ordinary Income 1,688.77 1,448.09 -5,590.15 -5,164.73 -7,944.35 27,311.78 77,448.76 45,867.25 9,432.36 -2,125.00 0.00 0.00 142,372.78

Net Income 1,688.77 1,448.09 -5,590.15 -5,164.73 -7,944.35 27,311.78 77,448.76 45,867.25 9,432.36 -2,125.00 0.00 0.00 142,372.78

Page 7 of 8

4:25 PM 03/15/16

City Clerk's Association of California A/R Aging Detail As of February 29, 2016

Type Date Num Name Open Balance

CurrentTotal Current

1 - 30Invoice 02/05/2016 20160182 City of South San Francisco {c} 200.00

Invoice 02/05/2016 20160183 City of Vernon 200.00

Invoice 02/11/2016 20160186 SeamlessGov by SeamlessDocs 1,000.00

Invoice 02/23/2016 20160209 City of Ontario 200.00

Invoice 02/23/2016 20160210 San Francisco Board of Supervisors 200.00

Invoice 02/23/2016 20160212 City of Arcadia 200.00

Invoice 02/23/2016 20160213 City of Rosemead 200.00

Invoice 02/23/2016 20160214 City of Yorba Linda 200.00Invoice 02/25/2016 20160216 City of Torrance 200.00

Total 1 - 30 2,600.00

31 - 60Invoice 01/08/2016 20160226 Avery Associates 200.00

Invoice 01/20/2016 20160148 City of Fortuna {c} 575.00

Invoice 01/20/2016 20160149 JobElephant.com 200.00

Invoice 01/21/2016 20160151 City of Manhattan Beach 200.00Invoice 01/27/2016 20160164 Gold Coast Health Plan 200.00

Total 31 - 60 1,375.00

61 - 90Payment 12/22/2015 22796 Moraga-Orinda Fire Protection District -160.00Invoice 12/22/2015 20151225 City of Solana Beach 200.00

Total 61 - 90 40.00

> 90Invoice 05/24/2015 4 East Bay Regional Park District 200.00

Invoice 05/24/2015 7 City of Pasadena 200.00

Invoice 06/25/2015 17 CrAgency 200.00

Invoice 07/16/2015 21 City of Norwalk 200.00

Invoice 09/15/2015 40 City of Placerville 200.00Invoice 10/30/2015 56 City of Merced 200.00

Total > 90 1,200.00

TOTAL 5,215.00

Page 8 of 8

11:53 AM 04/06/16 Accrual Basis

City Clerk's Association of California Balance Sheet As of March 31, 2016

Mar 31, 16 Mar 31, 15 $ Change

ASSETS

Current Assets

Checking/Savings

10000 · CASH CCAC

10100 · General Banking

10040 · US Bank Savings - 2770 43,384.93 43,377.42 7.51

10030 · US Bank CD - 8172 7,912.75 7,903.84 8.91

10020 · US Bank CD - 7881 7,927.98 7,922.69 5.29

10050 · US Bank checking- Rgn IX- 6594 5,136.85 0.00 5,136.85

10010 · US Bank Checking - 8960 235,830.90 201,303.56 34,527.34

Total 10100 · General Banking 300,193.41 260,507.51 39,685.90Total 10300 · Nothern Division Accounts 65,373.33 58,605.91 6,767.42

Total 10500 · Central Division Accounts 23,081.02 23,332.98 -251.96

Total 10700 · Southern Divsion Accounts 46,167.88 43,920.75 2,247.13

Total 10000 · CASH CCAC 434,815.64 386,367.15 48,448.49

Total Checking/Savings 434,815.64 386,367.15 48,448.49Accounts Receivable

12000 · ACCOUNTS RECEIVABLE 4,015.00 109.00 3,906.00

Total Accounts Receivable 4,015.00 109.00 3,906.00

Total Current Assets 438,830.64 386,476.15 52,354.49Other Assets

Asset clearing account 0.00 640.00 -640.00

Total Other Assets 0.00 640.00 -640.00

TOTAL ASSETS 438,830.64 387,116.15 51,714.49

LIABILITIES & EQUITYLiabilities

Current Liabilities

Total Accounts Payable 2,074.58 0.00 2,074.58

Total Credit Cards -43.27 0.00 -43.27

Total Current Liabilities 2,031.31 0.00 2,031.31

Total Liabilities 2,031.31 0.00 2,031.31

Equity

30000 · NET ASSETS31000 · Unrestricted Net Assets 277,578.41 277,578.41 0.00

32000 · Temp. Restricted Net Assets 850.00 0.00 850.00

Total 30000 · NET ASSETS 278,428.41 277,578.41 850.00

39999 · Retained Earnings 22,158.42 29,874.61 -7,716.19

Net Income 136,212.50 79,663.13 56,549.37

Total Equity 436,799.33 387,116.15 49,683.18

TOTAL LIABILITIES & EQUITY 438,830.64 387,116.15 51,714.49

Page 1 of 6



July 2015 through March 2016

Jul '15 - Mar 16 Budget $ Over Budget % of Budget


4200 · Meeting- Sponsorship 1,500.00

4000 · MEMBERSHIP DUES4090 · Other Membership Dues 225.00 0.00 225.00 100.0%4000 · MEMBERSHIP DUES - Other 108,034.50 92,700.00 15,334.50 116.54%

Total 4000 · MEMBERSHIP DUES 108,259.50 92,700.00 15,559.50 116.79%

4100 · CONFERENCES4103.2c · 103.2 c - Banquet Tix 1,430.00

4103.2d · 103.2 d - Wed night event 5,135.00 0.00 5,135.00 100.0%

4103.2f · Advanced Academy 200.00

4103.2E · Walk/Run 550.00

4103.1 · 103.1 Advanced Academy Fees 7,000.00 4,500.00 2,500.00 155.56%

4103.2 · 103.2 Exhibitor Fees41032b · 103.2 b - Additional Reps 300.004103.2 · 103.2 Exhibitor Fees - Other 0.00 25,550.00 -25,550.00 0.0%

Total 4103.2 · 103.2 Exhibitor Fees 300.00 25,550.00 -25,250.00 1.17%

4103.3 · 103.3 Registration Fees 109,611.25 74,208.00 35,403.25 147.71%

4103.5 · 103.5 Sponsorships 28,500.00 21,500.00 7,000.00 132.56%4100 · CONFERENCES - Other 1,680.00 0.00 1,680.00 100.0%

Total 4100 · CONFERENCES 154,406.25 125,758.00 28,648.25 122.78%

4300 · Training Revenue4120.1 · 120.1 Nuts & Bolts South 16,200.00 30,000.00 -13,800.00 54.0%


4120.3 · 120.3 Nuts & Bolts North 10,209.61 0.00 10,209.61 100.0%4120.4 · 120.4 Income - Athenian Dialogu 7,603.74 6,000.00 1,603.74 126.73%

Total 4300 · Training Revenue 38,688.35 36,000.00 2,688.35 107.47%

4600 · FUNDRAISING4201 · Scholarship Fund frm Dues 0.00 200.00 -200.00 0.0%

4202 · CCAC Store Sales 23.00 3,000.00 -2,977.00 0.77%4107.7 · 107.7 Other Fundraising 3,556.00 5,000.00 -1,444.00 71.12%

Total 4600 · FUNDRAISING 3,579.00 8,200.00 -4,621.00 43.65%


47500 · Division Income47520 · Division Meeting 28,625.02

Total 47500 · Division Income 28,625.02

47000 · Investments4102.5 · Central Division Interest 7.81

4102.1 · 102.1 Interest-Sav, CD, Checkg 9.5147000 · Investments - Other 0.47 25.00 -24.53 1.88%

Total 47000 · Investments 17.79 25.00 -7.21 71.16%

4800 · OTHER REVENUES4500 · Advertising Revenue 16,900.00 10,000.00 6,900.00 169.0%

4400 · Handbook Revenue 1,760.00 2,000.00 -240.00 88.0%

4850 · Restitution 175.004809 · Other Income 900.00 0.00 900.00 100.0%

Total 4800 · OTHER REVENUES 19,735.00 12,000.00 7,735.00 164.46%

Total Income 357,255.91 274,683.00 82,572.91 130.06%

Gross Profit 357,255.91 274,683.00 82,572.91 130.06%


6745 · Education 500.00

6760 · Administrative Expenses 1,186.66

6750 · Travel Expense 4,329.99

Page 2 of 6





6740 · Electiion Expense 26.00

6730 · Host Gifts 609.42

6720 · Speaker Fees 4,424.456710 · Meetings 26,228.17

Total 67000 · Division Expenses 37,304.69

6201 · 201 Presidential Expenses6201.1 · 201.1 Institute Dir Support 0.00 6,000.00 -6,000.00 0.0%6201 · 201 Presidential Expenses - Other 6,462.94 6,000.00 462.94 107.72%

Total 6201 · 201 Presidential Expenses 6,462.94 12,000.00 -5,537.06 53.86%

6200 · OPERATING EXPENSES6202.1 · 202.1 Supplies 281.89 0.00 281.89 100.0%

6202.2 · 202.2 Postage, Mailing Service 215.12 0.00 215.12 100.0%

6212 · Bank Fees 3,643.74 6,000.00 -2,356.26 60.73%

6202.5 · 202.5 Printing and Copying 0.02

6202.7 · 202.7 Telephone 153.516200 · OPERATING EXPENSES - Other 0.00 1,513.00 -1,513.00 0.0%

Total 6200 · OPERATING EXPENSES 4,294.28 7,513.00 -3,218.72 57.16%

6203 · 203 Professional Services6203.25 · Association Managemet Fees 10,500.00

6203.2 · 203.2 Accounting & Tax Prep 0.00 3,500.00 -3,500.00 0.0%

6203.3 · 203.3 Bond Expense 0.00 1,000.00 -1,000.00 0.0%

6203.4 · 203.4 Insurance 0.00 3,500.00 -3,500.00 0.0%

6203.5 · 203.5 Legal Fees 0.00 1,500.00 -1,500.00 0.0%6203.6 · 203.6 Election Expenses 3,287.41 1,800.00 1,487.41 182.63%

Total 6203 · 203 Professional Services 13,787.41 11,300.00 2,487.41 122.01%

6204 · 204 Committees6204.1 · 204.1 General 40.00 500.00 -460.00 8.0%

6204.2 · 204.2 Legislative 2,012.57 2,500.00 -487.43 80.5%

6204.3 · 204.3 Nominations 0.00 100.00 -100.00 0.0%

6204.4 · 204.4 Educ / Prof. Development 368.22 3,000.00 -2,631.78 12.27%6204.5 · 204.5 Hospitality Committee 0.00 150.00 -150.00 0.0%

Total 6204 · 204 Committees 2,420.79 6,250.00 -3,829.21 38.73%

6205 · 205 Recognition & Awards 303.99 500.00 -196.01 60.8%

6206 · 206 Membership Dues Payouts206.1 Central Div Dues Payout 3,143.25 0.00 3,143.25 100.0%

206.2 Northern Div Dues Payout 9,884.25 0.00 9,884.25 100.0%

206.3 Southern Div Dues Payout 14,807.25 0.00 14,807.25 100.0%6206 · 206 Membership Dues Payouts - Other -5,794.14 40,000.00 -45,794.14 -14.49%

Total 6206 · 206 Membership Dues Payouts 22,040.61 40,000.00 -17,959.39 55.1%

62071 · 207.1 Webmaster Expense 5,173.60 0.00 5,173.60 100.0%

6207 · 207 Technology 225.99 5,750.00 -5,524.01 3.93%

6208 · 208 Annual Conference Expenses

208.12 Registration Expenses 1,685.76 0.00 1,685.76 100.0%208.2 Banquet 1,083.91 0.00 1,083.91 100.0%6208 · 208 Annual Conference Expenses - Other 26,394.56 108,500.00 -82,105.44 24.33%

Total 6208 · 208 Annual Conference Expenses 29,164.23 108,500.00 -79,335.77 26.88%

6209 · 209 IIMC & Region IX expense209.4 IIMC - Other 19.00

6209.5 · 209.5 Region IX 3,257.32 0.00 3,257.32 100.0%6209 · 209 IIMC & Region IX expense - Other 0.00 4,370.00 -4,370.00 0.0%

Total 6209 · 209 IIMC & Region IX expense 3,276.32 4,370.00 -1,093.68 74.97%

6211 · 211 Board Meeting Expense 14,045.10 15,000.00 -954.90 93.63%

Page 3 of 6





6215 · 215 Fundraising Expense6215.1 · 215.1 CCAC Store Supplies 1,108.28 1,500.00 -391.72 73.89%

6215 · 215 Fundraising Expense - Other 0.00 2,000.00 -2,000.00 0.0%

Total 6215 · 215 Fundraising Expense 1,108.28 3,500.00 -2,391.72 31.67%

6220 · 220 Training expenses6220.1 · 220.1 Nuts & Bolts South 9,672.10


6220.3 · 220.3 Nuts & Bolts North 5,872.08 0.00 5,872.08 100.0%

6222 · Athenian Dialogue 6,540.40 5,000.00 1,540.40 130.81%6220 · 220 Training expenses - Other 0.00 14,000.00 -14,000.00 0.0%

Total 6220 · 220 Training expenses 33,402.72 19,000.00 14,402.72 175.8%

6221 · 221 Scholarships6221.5 · 221.5 MCEF Contribution 2,500.00 2,500.00 0.00 100.0%

6221.1 · 221.1 Scholarships - CCAC Conf. 0.00 2,500.00 -2,500.00 0.0%

6221.2 · 221.2 Scholar.- TTC / LTC/MMCA 20,750.00 33,000.00 -12,250.00 62.88%

6221.3 · 221.3 Scholarships - Alternativ 1,800.00 3,000.00 -1,200.00 60.0%6221 · 221 Scholarships - Other 22,977.46

Total 6221 · 221 Scholarships 48,027.46 41,000.00 7,027.46 117.14%6229 · Other Miscellaneous Service Cos 5.00

Total Expense 221,043.41 274,683.00 -53,639.59 80.47%

Net Ordinary Income 136,212.50 0.00 136,212.50 100.0%

Net Income 136,212.50 0.00 136,212.50 100.0%

Page 4 of 6



July 2015 through March 2016Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan 16 Feb 16 Mar 16 TOTAL

Ordinary Income/Expense

Income

4200 · Meeting- Sponsorship 0.00 0.00 0.00 0.00 0.00 0.00 1,500.00 0.00 0.00 1,500.00

4000 · MEMBERSHIP DUES 805.00 585.00 440.00 35,029.50 0.00 16,490.00 31,600.00 14,405.00 8,905.00 108,259.50

4100 · CONFERENCES -395.00 0.00 0.00 0.00 19,715.00 12,745.00 39,340.00 51,610.00 31,391.25 154,406.25

4300 · Training Revenue 443.74 10,010.00 2,950.00 9,345.00 1,280.00 155.00 8,730.00 4,954.61 820.00 38,688.35

4600 · FUNDRAISING 0.00 0.00 0.00 3,556.00 0.00 0.00 23.00 0.00 0.00 3,579.00

46500 · Region X Income 1,030.00 1,415.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,445.00

47500 · Division Income 0.00 0.00 0.00 28,625.02 0.00 0.00 0.00 0.00 0.00 28,625.02

47000 · Investments 0.35 0.39 5.64 8.66 0.35 0.33 1.41 0.33 0.33 17.79

4800 · OTHER REVENUES 1,680.00 1,660.00 2,080.00 3,760.00 2,580.00 1,880.00 1,080.00 2,200.00 2,815.00 19,735.00

Total Income 3,564.09 13,670.39 5,475.64 80,324.18 23,575.35 31,270.33 82,274.41 73,169.94 43,931.58 357,255.91

Gross Profit 3,564.09 13,670.39 5,475.64 80,324.18 23,575.35 31,270.33 82,274.41 73,169.94 43,931.58 357,255.91

Expense

67000 · Division Expenses 0.00 0.00 0.00 37,304.69 0.00 0.00 0.00 0.00 0.00 37,304.69

6201 · 201 Presidential Expenses 0.00 0.00 0.00 6,281.94 13.00 168.00 0.00 0.00 0.00 6,462.94

6200 · OPERATING EXPENSES 84.08 79.95 65.04 56.87 148.50 368.31 1,378.81 1,801.38 311.34 4,294.28

6203 · 203 Professional Services 0.00 0.00 3,287.41 0.00 2,100.00 2,100.00 2,100.00 2,100.00 2,100.00 13,787.41

6204 · 204 Committees 479.50 188.36 0.00 1,067.61 219.86 0.00 465.46 0.00 0.00 2,420.79

6205 · 205 Recognition & Awards 0.00 0.00 0.00 0.00 0.00 0.00 303.99 0.00 0.00 303.99

6206 · 206 Membership Dues Payouts 0.00 0.00 0.00 -5,794.14 0.00 0.00 0.00 0.00 27,834.75 22,040.61

62071 · 207.1 Webmaster Expense 0.00 0.00 0.00 75.00 120.00 0.00 25.00 0.00 4,953.60 5,173.60

6207 · 207 Technology 49.00 49.00 78.99 49.00 0.00 0.00 0.00 0.00 0.00 225.99

6208 · 208 Annual Conference Expenses 0.00 0.00 0.00 5,408.20 6,503.50 3,170.15 100.00 9,090.42 4,891.96 29,164.23

6209 · 209 IIMC & Region IX expense 0.00 19.00 761.74 707.00 1,185.98 0.00 0.00 68.71 533.89 3,276.32

6211 · 211 Board Meeting Expense 0.00 539.24 528.62 11,128.90 5,510.70 -4,114.75 452.39 0.00 0.00 14,045.10

6215 · 215 Fundraising Expense 1,108.28 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,108.28

6220 · 220 Training expenses 154.46 11,346.75 6,443.99 3,726.38 1,613.16 766.84 0.00 8,666.46 684.68 33,402.72

6221 · 221 Scholarships 0.00 0.00 -100.00 25,477.46 14,100.00 1,500.00 0.00 7,050.00 0.00 48,027.46

6229 · Other Miscellaneous Service Cos 0.00 0.00 0.00 0.00 5.00 0.00 0.00 0.00 0.00 5.00

Total Expense 1,875.32 12,222.30 11,065.79 85,488.91 31,519.70 3,958.55 4,825.65 28,776.97 41,310.22 221,043.41

Net Ordinary Income 1,688.77 1,448.09 -5,590.15 -5,164.73 -7,944.35 27,311.78 77,448.76 44,392.97 2,621.36 136,212.50

Net Income 1,688.77 1,448.09 -5,590.15 -5,164.73 -7,944.35 27,311.78 77,448.76 44,392.97 2,621.36 136,212.50

Page 5 of 6

11:51 AM 04/06/16

City Clerk's Association of California A/R Aging Detail

As of March 31, 2016

Type Date Num Name Open Balance

Current

Total Current

1 - 30

Invoice 03/07/2016 20160224 City of Burbank 200.00

Invoice 03/09/2016 20160222 San Diego Regional Airport Authority 200.00

Invoice 03/17/2016 20160229 City of Chico 200.00

Invoice 03/17/2016 20160230 Cambria Community Services District 200.00

Invoice 03/23/2016 20160234 City of Ventura 200.00

Invoice 03/23/2016 20160235 City of San Jacinto 200.00

Invoice 03/23/2016 20160236 City of Azusa 200.00

Total 1 - 30 1,400.00

31 - 60

Invoice 02/05/2016 20160182 City of South San Francisco {c} 200.00

Invoice 02/05/2016 20160183 City of Vernon 200.00

Invoice 02/23/2016 20160209 City of Ontario 200.00

Invoice 02/25/2016 20160216 City of Torrance 200.00

Total 31 - 60 800.00

61 - 90

Invoice 01/20/2016 20160148 City of Fortuna {c} 575.00

Invoice 01/20/2016 20160149 JobElephant.com 200.00

Invoice 01/27/2016 20160164 Gold Coast Health Plan 200.00

Total 61 - 90 975.00

> 90

Invoice 05/24/2015 4 East Bay Regional Park District 200.00

Invoice 05/24/2015 7 City of Pasadena 200.00

Invoice 06/25/2015 17 CrAgency 200.00

Invoice 09/15/2015 40 City of Placerville 200.00

Payment 12/22/2015 22796 Moraga-Orinda Fire Protection District -160.00

Invoice 12/22/2015 20151225 City of Solana Beach 200.00

Total > 90 840.00

TOTAL 4,015.00

Page 6 of 6

10:27 AM 03/22/16 Cash Basis


As of October 31, 2015

Oct 31, 15 Oct 31, 14 $ Change

ASSETSCurrent Assets

Checking/Savings10000 · CASH CCAC

10100 · General Banking10040 · US Bank Savings - 2770 43,383.18 43,375.64 7.54

10030 · US Bank CD - 8172 7,911.75 7,903.84 7.91

10020 · US Bank CD - 7881 7,927.98 7,922.69 5.29

10050 · US Bank checking- Rgn IX- 6594 7,184.24 0.00 7,184.2410010 · US Bank Checking - 8960 91,259.61 91,876.60 -616.99

Total 10100 · General Banking 157,666.76 151,078.77 6,587.99

10300 · Nothern Division Accounts10320 · Bank of the West Checking 44,811.74 0.00 44,811.74

10350 · Bank of the West CD 20,561.59 0.00 20,561.5910300 · Nothern Division Accounts - Other 0.00 58,605.91 -58,605.91

Total 10300 · Nothern Division Accounts 65,373.33 58,605.91 6,767.42

10500 · Central Division Accounts10550 · Bank of America Checking 8,070.84 0.00 8,070.84

10530 · Bank of America CD2 3,371.08 0.00 3,371.08

10510 · Bank of America CD1 11,639.10 0.00 11,639.1010500 · Central Division Accounts - Other 0.00 23,332.98 -23,332.98

Total 10500 · Central Division Accounts 23,081.02 23,332.98 -251.96

10700 · Southern Divsion Accounts10730 · Wells Fargo Money Market 9,493.63 0.00 9,493.63

10710 · Wells Fargo Checking 36,674.25 0.00 36,674.2510700 · Southern Divsion Accounts - Other 0.00 43,920.75 -43,920.75

Total 10700 · Southern Divsion Accounts 46,167.88 43,920.75 2,247.13

Total 10000 · CASH CCAC 292,288.99 276,938.41 15,350.58

Total Checking/Savings 292,288.99 276,938.41 15,350.58

Total Current Assets 292,288.99 276,938.41 15,350.58

Other AssetsAsset clearing account 0.00 640.00 -640.00

Total Other Assets 0.00 640.00 -640.00

TOTAL ASSETS 292,288.99 277,578.41 14,710.58LIABILITIES & EQUITY


Credit Cards25000 · Association Credit Cards

25300 · Alice Attwod- 3443 410.50 0.00 410.5025100 · Byron Pope- 3450 4,959.68 0.00 4,959.68

Total 25000 · Association Credit Cards 5,370.18 0.00 5,370.18

Total Credit Cards 5,370.18 0.00 5,370.18


Total Liabilities 5,370.18 0.00 5,370.18

Equity30000 · NET ASSETS

31000 · Unrestricted Net Assets 277,578.41 250,422.19 27,156.22

Total 30000 · NET ASSETS 277,578.41 250,422.19 27,156.22

39999 · Retained Earnings 0.00 25,362.58 -25,362.58Net Income 9,340.40 1,793.64 7,546.76

Total Equity 286,918.81 277,578.41 9,340.40


Page 1 of 1

10:30 AM 03/22/16 Cash Basis


November 2014 through October 2015Central Southern Northern

(Disivisions) (Disivisions) (Disivisions) CCAC TOTALOrdinary Income/Expense

Income4000 · MEMBERSHIP DUES 4,024.50 16,886.25 14,118.75 98,590.00 133,619.504100 · CONFERENCES

4103.2c · 103.2 c - Banquet Tix 0.00 0.00 0.00 240.00 240.004103.2d · 103.2 d - Wed night event 0.00 0.00 0.00 65.00 65.004103.2 · 103.2 Exhibitor Fees 0.00 0.00 0.00 11,915.00 11,915.004103.3 · 103.3 Registration Fees

4103.3a · 103.3 a - Early Bird Rate 0.00 0.00 0.00 41,230.00 41,230.004103.3 · 103.3 Registration Fees - Other 0.00 0.00 0.00 20,055.00 20,055.00

Total 4103.3 · 103.3 Registration Fees 0.00 0.00 0.00 61,285.00 61,285.004103.5 · 103.5 Sponsorships 0.00 0.00 0.00 -950.00 -950.004100 · CONFERENCES - Other 0.00 0.00 31,300.00 31,300.00

Total 4100 · CONFERENCES 0.00 0.00 0.00 103,855.00 103,855.004300 · Training Revenue

4120.1 · 120.1 Nuts & Bolts South 0.00 0.00 0.00 19,850.00 19,850.004120.2 · 120.2 Nuts & Bolts Central 0.00 0.00 0.00 12,125.00 12,125.004120.3 · 120.3 Nuts & Bolts North 0.00 0.00 0.00 5,719.11 5,719.114120.4 · 120.4 Income - Athenian Dialogu 0.00 0.00 400.00 8,338.74 8,738.74

Total 4300 · Training Revenue 0.00 0.00 400.00 46,032.85 46,432.854600 · FUNDRAISING

4202 · CCAC Store Sales 0.00 0.00 0.00 983.40 983.404107.3 · 107.3 Silent Auction 0.00 0.00 0.00 1,044.00 1,044.00107.5 Division Basket Raffle 0.00 0.00 0.00 1,435.00 1,435.004107.7 · 107.7 Other Fundraising 182.00 2,482.00 892.00 1,100.00 4,656.004600 · FUNDRAISING - Other 0.00 0.00 0.00 3,629.02 3,629.02

Total 4600 · FUNDRAISING 182.00 2,482.00 892.00 8,191.42 11,747.4246500 · Region X Income 0.00 0.00 0.00 3,989.06 3,989.0647500 · Division Income

47520 · Division Meeting 2,557.02 15,505.00 10,563.00 0.00 28,625.02

Total 47500 · Division Income 2,557.02 15,505.00 10,563.00 0.00 28,625.0247000 · Investments

4102.5 · Central Division Interest 7.81 0.00 0.00 0.00 7.814102.1 · 102.1 Interest-Sav, CD, Checkg 0.00 0.00 0.00 20.74 20.7447000 · Investments - Other 0.00 0.47 0.00 0.00 0.47

Total 47000 · Investments 7.81 0.47 0.00 20.74 29.024800 · OTHER REVENUES

4500 · Advertising Revenue 0.00 0.00 0.00 11,700.00 11,700.004400 · Handbook Revenue 0.00 0.00 0.00 2,480.00 2,480.004809 · Other Income 0.00 400.00 0.00 2,000.00 2,400.004800 · OTHER REVENUES - Other 0.00 0.00 0.00 500.00 500.00

Total 4800 · OTHER REVENUES 0.00 400.00 0.00 16,680.00 17,080.00Total Income 6,771.33 35,273.72 25,973.75 277,359.07 345,377.87

Gross Profit 6,771.33 35,273.72 25,973.75 277,359.07 345,377.87Expense

67000 · Division Expenses6745 · Education 500.00 0.00 0.00 0.00 500.006760 · Administrative Expenses 0.00 331.64 855.02 0.00 1,186.666750 · Travel Expense 0.00 2,272.13 2,057.86 0.00 4,329.996740 · Electiion Expense 0.00 26.00 0.00 0.00 26.006730 · Host Gifts 156.88 209.90 242.64 0.00 609.426720 · Speaker Fees 0.00 3,724.45 700.00 0.00 4,424.456710 · Meetings 2,727.15 13,995.83 9,505.19 0.00 26,228.17

Page 1 of 3

10:30 AM 03/22/16 Cash Basis



(Disivisions) (Disivisions) (Disivisions) CCAC TOTAL

Total 67000 · Division Expenses 3,384.03 20,559.95 13,360.71 0.00 37,304.696201 · 201 Presidential Expenses

6201.1 · 201.1 Institute Dir Support 0.00 0.00 0.00 344.96 344.966201 · 201 Presidential Expenses - Other 0.00 0.00 0.00 10,124.42 10,124.42

Total 6201 · 201 Presidential Expenses 0.00 0.00 0.00 10,469.38 10,469.386200 · OPERATING EXPENSES

6202.1 · 202.1 Supplies 0.00 0.00 0.00 295.74 295.746202.2 · 202.2 Postage, Mailing Service 0.00 0.00 0.00 240.35 240.356212 · Bank Fees 0.00 0.00 0.00 6,521.03 6,521.036202.5 · 202.5 Printing and Copying 0.00 0.00 0.00 105.76 105.76

Total 6200 · OPERATING EXPENSES 0.00 0.00 0.00 7,162.88 7,162.886203 · 203 Professional Services

6203.2 · 203.2 Accounting & Tax Prep 0.00 0.00 0.00 231.69 231.696203.4 · 203.4 Insurance 0.00 0.00 0.00 3,325.00 3,325.006203.6 · 203.6 Election Expenses 0.00 0.00 0.00 3,287.41 3,287.416203 · 203 Professional Services - Other 0.00 0.00 0.00 3,495.09 3,495.09

Total 6203 · 203 Professional Services 0.00 0.00 0.00 10,339.19 10,339.196204 · 204 Committees

6204.2 · 204.2 Legislative 0.00 0.00 0.00 2,905.33 2,905.336204.4 · 204.4 Educ / Prof. Development 0.00 0.00 0.00 3,087.29 3,087.29

Total 6204 · 204 Committees 0.00 0.00 0.00 5,992.62 5,992.626206 · 206 Membership Dues Payouts

206.1 Central Div Dues Payout 0.00 0.00 0.00 3,235.50 3,235.50206.2 Northern Div Dues Payout 0.00 0.00 0.00 11,880.00 11,880.00206.3 Southern Div Dues Payout 0.00 0.00 0.00 16,886.25 16,886.256206 · 206 Membership Dues Payouts - Other 0.00 0.00 0.00 -5,794.14 -5,794.14

Total 6206 · 206 Membership Dues Payouts 0.00 0.00 0.00 26,207.61 26,207.6162071 · 207.1 Webmaster Expense 0.00 0.00 0.00 4,287.00 4,287.006207 · 207 Technology 0.00 0.00 0.00 612.68 612.686208 · 208 Annual Conference Expenses

208.1 Speakers 0.00 0.00 0.00 10,187.91 10,187.91208.10 Conference Staff & Logis 0.00 0.00 0.00 26,890.65 26,890.65208.12 Registration Expenses 0.00 0.00 0.00 2,716.64 2,716.64208.13 VIP Dinner 0.00 0.00 0.00 1,515.34 1,515.34208.14 CCAC Store 0.00 0.00 0.00 524.00 524.00208.19 Hotel Costs (food & rent 0.00 0.00 0.00 54,532.91 54,532.91208.2 Banquet 0.00 0.00 0.00 1,639.24 1,639.24208.4 Conference bags 0.00 0.00 0.00 1,478.86 1,478.86208.5 Wednesday Evening Event 0.00 0.00 0.00 9,132.00 9,132.00208.6 Retiree lunch 0.00 0.00 0.00 333.86 333.86208.8 VIP gifts & hospitality 0.00 0.00 0.00 2,223.29 2,223.29208.9 Site visit 0.00 0.00 0.00 1,641.86 1,641.866208 · 208 Annual Conference Expenses - Other 2,864.26 0.00 1,903.94 640.00 5,408.20

Total 6208 · 208 Annual Conference Expenses 2,864.26 0.00 1,903.94 113,456.56 118,224.766209 · 209 IIMC & Region IX expense

209.2 IIMC Candidate Support 0.00 0.00 0.00 500.00 500.00209.4 IIMC - Other 0.00 0.00 0.00 19.00 19.006209.5 · 209.5 Region IX 0.00 0.00 0.00 1,566.32 1,566.32

Total 6209 · 209 IIMC & Region IX expense 0.00 0.00 0.00 2,085.32 2,085.326211 · 211 Board Meeting Expense 0.00 0.00 0.00 24,581.23 24,581.236215 · 215 Fundraising Expense

6215.1 · 215.1 CCAC Store Supplies 0.00 0.00 0.00 4,803.76 4,803.76215.2 Auction 0.00 0.00 0.00 100.00 100.00

Page 2 of 3

10:30 AM 03/22/16 Cash Basis




215.3 Fundraiser during confere 0.00 0.00 0.00 1,154.54 1,154.546215 · 215 Fundraising Expense - Other 0.00 0.00 0.00 40.00 40.00

Total 6215 · 215 Fundraising Expense 0.00 0.00 0.00 6,098.30 6,098.306220 · 220 Training expenses

6220.1 · 220.1 Nuts & Bolts South 0.00 0.00 0.00 9,672.10 9,672.106220.2 · 220.2 Nuts & Bolts Central 0.00 0.00 0.00 9,518.14 9,518.146220.3 · 220.3 Nuts & Bolts North 0.00 0.00 0.00 4,274.02 4,274.026222 · Athenian Dialogue 0.00 0.00 0.00 6,818.75 6,818.75

Total 6220 · 220 Training expenses 0.00 0.00 0.00 30,283.01 30,283.016221 · 221 Scholarships

6221.5 · 221.5 MCEF Contribution 0.00 0.00 0.00 2,500.00 2,500.006221.1 · 221.1 Scholarships - CCAC Conf. 0.00 0.00 0.00 1,232.83 1,232.836221.2 · 221.2 Scholar.- TTC / LTC/MMCA 0.00 0.00 0.00 19,185.00 19,185.006221.3 · 221.3 Scholarships - Alternativ 0.00 0.00 0.00 2,010.00 2,010.006221 · 221 Scholarships - Other 450.00 15,200.00 7,327.46 0.00 22,977.46

Total 6221 · 221 Scholarships 450.00 15,200.00 7,327.46 24,927.83 47,905.29602011 · Inst. Dir. Conf. Attendance 0.00 0.00 0.00 4,483.51 4,483.51

Total Expense 6,698.29 35,759.95 22,592.11 270,987.12 336,037.47Net Ordinary Income 73.04 -486.23 3,381.64 6,371.95 9,340.40

Net Income 73.04 -486.23 3,381.64 6,371.95 9,340.40

Page 3 of 3

10:57 AM 03/22/16 Cash Basis

City Clerk's Association of California Trial Balance

As of October 31, 2015Oct 31, 15

Debit Credit

10000 · CASH CCAC:10100 · General Banking:10040 · US Bank Savings - 2770 43,383.18

10000 · CASH CCAC:10100 · General Banking:10030 · US Bank CD - 8172 7,911.75

10000 · CASH CCAC:10100 · General Banking:10020 · US Bank CD - 7881 7,927.98

10000 · CASH CCAC:10100 · General Banking:10050 · US Bank checking- Rgn IX- 6594 7,184.24

10000 · CASH CCAC:10100 · General Banking:10010 · US Bank Checking - 8960 91,259.61

10000 · CASH CCAC:10300 · Nothern Division Accounts 0.00

10000 · CASH CCAC:10300 · Nothern Division Accounts:10320 · Bank of the West Checking 44,811.74

10000 · CASH CCAC:10300 · Nothern Division Accounts:10350 · Bank of the West CD 20,561.59

10000 · CASH CCAC:10500 · Central Division Accounts 0.00

10000 · CASH CCAC:10500 · Central Division Accounts:10550 · Bank of America Checking 8,070.84

10000 · CASH CCAC:10500 · Central Division Accounts:10530 · Bank of America CD2 3,371.08

10000 · CASH CCAC:10500 · Central Division Accounts:10510 · Bank of America CD1 11,639.10

10000 · CASH CCAC:10700 · Southern Divsion Accounts 0.00

10000 · CASH CCAC:10700 · Southern Divsion Accounts:10730 · Wells Fargo Money Market 9,493.63

10000 · CASH CCAC:10700 · Southern Divsion Accounts:10710 · Wells Fargo Checking 36,674.25

10000 · CASH CCAC:10997 · Paypal 0.00

10000 · CASH CCAC:10998 · US Bank Money Market - 8776 0.00

10000 · CASH CCAC:10999 · US Bank Checking - 6289 0.00

12000 · ACCOUNTS RECEIVABLE 0.00

14999 · Undeposited Funds 0.00

Asset clearing account 0.00

25000 · Association Credit Cards:25400 · Tracy Davis- 3435 0.00

25000 · Association Credit Cards:25300 · Alice Attwod- 3443 410.50

25000 · Association Credit Cards:25100 · Byron Pope- 3450 4,959.68

30000 · NET ASSETS:31000 · Unrestricted Net Assets 277,578.41

39999 · Retained Earnings 0.00

4000 · MEMBERSHIP DUES 133,619.50

4100 · CONFERENCES 31,300.00

4100 · CONFERENCES:4103.2c · 103.2 c - Banquet Tix 240.00

4100 · CONFERENCES:4103.2d · 103.2 d - Wed night event 65.00

4100 · CONFERENCES:4103.2 · 103.2 Exhibitor Fees 11,915.00

4100 · CONFERENCES:4103.3 · 103.3 Registration Fees 20,055.00

4100 · CONFERENCES:4103.3 · 103.3 Registration Fees:4103.3a · 103.3 a - Early Bird Rate 41,230.00

4100 · CONFERENCES:4103.5 · 103.5 Sponsorships 950.00

4300 · Training Revenue:4120.1 · 120.1 Nuts & Bolts South 19,850.00

4300 · Training Revenue:4120.2 · 120.2 Nuts & Bolts Central 12,125.00

4300 · Training Revenue:4120.3 · 120.3 Nuts & Bolts North 5,719.11

4300 · Training Revenue:4120.4 · 120.4 Income - Athenian Dialogu 8,738.74

4600 · FUNDRAISING 3,629.02

4600 · FUNDRAISING:4202 · CCAC Store Sales 983.40

4600 · FUNDRAISING:4107.3 · 107.3 Silent Auction 1,044.00

4600 · FUNDRAISING:107.5 Division Basket Raffle 1,435.00

4600 · FUNDRAISING:4107.7 · 107.7 Other Fundraising 4,656.00


Page 1 of 3

10:57 AM 03/22/16 Cash Basis



Debit Credit

47500 · Division Income:47520 · Division Meeting 28,625.02

47000 · Investments 0.47

47000 · Investments:4102.5 · Central Division Interest 7.81

47000 · Investments:4102.1 · 102.1 Interest-Sav, CD, Checkg 20.74

4800 · OTHER REVENUES 500.00

4800 · OTHER REVENUES:4500 · Advertising Revenue 11,700.00

4800 · OTHER REVENUES:4400 · Handbook Revenue 2,480.00

4800 · OTHER REVENUES:4809 · Other Income 2,400.00

67000 · Division Expenses:6745 · Education 500.00

67000 · Division Expenses:6760 · Administrative Expenses 1,186.66

67000 · Division Expenses:6750 · Travel Expense 4,329.99

67000 · Division Expenses:6740 · Electiion Expense 26.00

67000 · Division Expenses:6730 · Host Gifts 609.42

67000 · Division Expenses:6720 · Speaker Fees 4,424.45

67000 · Division Expenses:6710 · Meetings 26,228.17

6201 · 201 Presidential Expenses 10,124.42

6201 · 201 Presidential Expenses:6201.1 · 201.1 Institute Dir Support 344.96

6200 · OPERATING EXPENSES:6202.1 · 202.1 Supplies 295.74

6200 · OPERATING EXPENSES:6202.2 · 202.2 Postage, Mailing Service 240.35

6200 · OPERATING EXPENSES:6212 · Bank Fees 6,521.03

6200 · OPERATING EXPENSES:6202.5 · 202.5 Printing and Copying 105.76

6203 · 203 Professional Services 3,495.09

6203 · 203 Professional Services:6203.2 · 203.2 Accounting & Tax Prep 231.69

6203 · 203 Professional Services:6203.4 · 203.4 Insurance 3,325.00

6203 · 203 Professional Services:6203.6 · 203.6 Election Expenses 3,287.41

6204 · 204 Committees:6204.2 · 204.2 Legislative 2,905.33

6204 · 204 Committees:6204.4 · 204.4 Educ / Prof. Development 3,087.29

6206 · 206 Membership Dues Payouts 5,794.14

6206 · 206 Membership Dues Payouts:206.1 Central Div Dues Payout 3,235.50

6206 · 206 Membership Dues Payouts:206.2 Northern Div Dues Payout 11,880.00

6206 · 206 Membership Dues Payouts:206.3 Southern Div Dues Payout 16,886.25

62071 · 207.1 Webmaster Expense 4,287.00

6207 · 207 Technology 612.68

6208 · 208 Annual Conference Expenses 5,408.20

6208 · 208 Annual Conference Expenses:208.1 Speakers 10,187.91

6208 · 208 Annual Conference Expenses:208.10 Conference Staff & Logis 26,890.65

6208 · 208 Annual Conference Expenses:208.12 Registration Expenses 2,716.64

6208 · 208 Annual Conference Expenses:208.13 VIP Dinner 1,515.34

6208 · 208 Annual Conference Expenses:208.14 CCAC Store 524.00

6208 · 208 Annual Conference Expenses:208.19 Hotel Costs (food & rent 54,532.91

6208 · 208 Annual Conference Expenses:208.2 Banquet 1,639.24

6208 · 208 Annual Conference Expenses:208.4 Conference bags 1,478.86

6208 · 208 Annual Conference Expenses:208.5 Wednesday Evening Event 9,132.00

6208 · 208 Annual Conference Expenses:208.6 Retiree lunch 333.86

Page 2 of 3

10:57 AM 03/22/16 Cash Basis



Debit Credit

6208 · 208 Annual Conference Expenses:208.8 VIP gifts & hospitality 2,223.29

6208 · 208 Annual Conference Expenses:208.9 Site visit 1,641.86

6209 · 209 IIMC & Region IX expense:209.2 IIMC Candidate Support 500.00

6209 · 209 IIMC & Region IX expense:209.4 IIMC - Other 19.00

6209 · 209 IIMC & Region IX expense:6209.5 · 209.5 Region IX 1,566.32

6211 · 211 Board Meeting Expense 24,581.23

6215 · 215 Fundraising Expense 40.00

6215 · 215 Fundraising Expense:6215.1 · 215.1 CCAC Store Supplies 4,803.76

6215 · 215 Fundraising Expense:215.2 Auction 100.00

6215 · 215 Fundraising Expense:215.3 Fundraiser during confere 1,154.54

6220 · 220 Training expenses:6220.1 · 220.1 Nuts & Bolts South 9,672.10

6220 · 220 Training expenses:6220.2 · 220.2 Nuts & Bolts Central 9,518.14

6220 · 220 Training expenses:6220.3 · 220.3 Nuts & Bolts North 4,274.02

6220 · 220 Training expenses:6222 · Athenian Dialogue 6,818.75

6221 · 221 Scholarships 22,977.46

6221 · 221 Scholarships:6221.5 · 221.5 MCEF Contribution 2,500.00

6221 · 221 Scholarships:6221.1 · 221.1 Scholarships - CCAC Conf. 1,232.83

6221 · 221 Scholarships:6221.2 · 221.2 Scholar.- TTC / LTC/MMCA 19,185.00

6221 · 221 Scholarships:6221.3 · 221.3 Scholarships - Alternativ 2,010.00

602011 · Inst. Dir. Conf. Attendance 4,483.51

TOTAL 635,070.60 635,070.60

Page 3 of 3



As of October 31, 2015

Oct 31, 15 Oct 31, 14 $ ChangeASSETS

Current AssetsChecking/Savings

10000 · CASH CCAC10100 · General Banking

10040 · US Bank Savings - 2770 43,383.18 43,375.64 7.5410030 · US Bank CD - 8172 7,911.75 7,903.84 7.9110020 · US Bank CD - 7881 7,927.98 7,922.69 5.2910050 · US Bank checking- Rgn IX- 6594 7,184.24 0.00 7,184.2410010 · US Bank Checking - 8960 91,259.61 91,876.60 -616.99

Total 10100 · General Banking 157,666.76 151,078.77 6,587.9910300 · Nothern Division Accounts

10320 · Bank of the West Checking 44,811.74 0.00 44,811.7410350 · Bank of the West CD 20,561.59 0.00 20,561.5910300 · Nothern Division Accounts - Other 0.00 58,605.91 -58,605.91

Total 10300 · Nothern Division Accounts 65,373.33 58,605.91 6,767.4210500 · Central Division Accounts

10550 · Bank of America Checking 8,070.84 0.00 8,070.8410530 · Bank of America CD2 3,371.08 0.00 3,371.0810510 · Bank of America CD1 11,639.10 0.00 11,639.1010500 · Central Division Accounts - Other 0.00 23,332.98 -23,332.98

Total 10500 · Central Division Accounts 23,081.02 23,332.98 -251.9610700 · Southern Divsion Accounts

10730 · Wells Fargo Money Market 9,493.63 0.00 9,493.6310710 · Wells Fargo Checking 36,674.25 0.00 36,674.2510700 · Southern Divsion Accounts - Other 0.00 43,920.75 -43,920.75

Total 10700 · Southern Divsion Accounts 46,167.88 43,920.75 2,247.13Total 10000 · CASH CCAC 292,288.99 276,938.41 15,350.58

Total Checking/Savings 292,288.99 276,938.41 15,350.58Accounts Receivable

12000 · ACCOUNTS RECEIVABLE 5,200.00 0.00 5,200.00Total Accounts Receivable 5,200.00 0.00 5,200.00

Total Current Assets 297,488.99 276,938.41 20,550.58Other Assets

Asset clearing account 0.00 640.00 -640.00Total Other Assets 0.00 640.00 -640.00

TOTAL ASSETS 297,488.99 277,578.41 19,910.58LIABILITIES & EQUITY


Credit Cards25000 · Association Credit Cards

25300 · Alice Attwod- 3443 410.50 0.00 410.5025100 · Byron Pope- 3450 4,959.68 0.00 4,959.68

Total 25000 · Association Credit Cards 5,370.18 0.00 5,370.18Total Credit Cards 5,370.18 0.00 5,370.18


Total Liabilities 5,370.18 0.00 5,370.18Equity

30000 · NET ASSETS31000 · Unrestricted Net Assets 277,578.41 250,422.19 27,156.22

Total 30000 · NET ASSETS 277,578.41 250,422.19 27,156.2239999 · Retained Earnings 0.00 25,362.58 -25,362.58Net Income 14,540.40 1,793.64 12,746.76

Total Equity 292,118.81 277,578.41 14,540.40


Page 1 of 1



November 2014 through October 2015

Central Southern Northern

(Disivisions) (Disivisions) (Disivisions) CCAC TOTALOrdinary Income/Expense

Income4000 · MEMBERSHIP DUES 4,024.50 16,886.25 14,118.75 98,590.00 133,619.504100 · CONFERENCES

4103.2c · 103.2 c - Banquet Tix 0.00 0.00 0.00 240.00 240.004103.2d · 103.2 d - Wed night event 0.00 0.00 0.00 65.00 65.004103.2 · 103.2 Exhibitor Fees 0.00 0.00 0.00 11,915.00 11,915.004103.3 · 103.3 Registration Fees

4103.3a · 103.3 a - Early Bird Rate 0.00 0.00 0.00 41,230.00 41,230.004103.3 · 103.3 Registration Fees - Other 0.00 0.00 0.00 20,055.00 20,055.00

Total 4103.3 · 103.3 Registration Fees 0.00 0.00 0.00 61,285.00 61,285.004103.5 · 103.5 Sponsorships 0.00 0.00 0.00 -950.00 -950.004100 · CONFERENCES - Other 0.00 0.00 0.00 31,300.00 31,300.00

Total 4100 · CONFERENCES 0.00 0.00 0.00 103,855.00 103,855.004300 · Training Revenue

4120.1 · 120.1 Nuts & Bolts South 0.00 0.00 0.00 19,850.00 19,850.004120.2 · 120.2 Nuts & Bolts Central 0.00 0.00 0.00 12,125.00 12,125.004120.3 · 120.3 Nuts & Bolts North 0.00 0.00 0.00 5,719.11 5,719.114120.4 · 120.4 Income - Athenian Dialogu 0.00 0.00 400.00 8,338.74 8,738.74

Total 4300 · Training Revenue 0.00 0.00 400.00 46,032.85 46,432.854600 · FUNDRAISING

4202 · CCAC Store Sales 0.00 0.00 0.00 983.40 983.404107.3 · 107.3 Silent Auction 0.00 0.00 0.00 1,044.00 1,044.00107.5 Division Basket Raffle 0.00 0.00 0.00 1,435.00 1,435.004107.7 · 107.7 Other Fundraising 182.00 2,482.00 892.00 1,100.00 4,656.004600 · FUNDRAISING - Other 0.00 0.00 0.00 3,629.02 3,629.02

Total 4600 · FUNDRAISING 182.00 2,482.00 892.00 8,191.42 11,747.4246500 · Region X Income 0.00 0.00 0.00 3,989.06 3,989.0647500 · Division Income

47520 · Division Meeting 2,557.02 15,505.00 10,563.00 0.00 28,625.02

Total 47500 · Division Income 2,557.02 15,505.00 10,563.00 0.00 28,625.0247000 · Investments

4102.5 · Central Division Interest 7.81 0.00 0.00 0.00 7.814102.1 · 102.1 Interest-Sav, CD, Checkg 0.00 0.00 0.00 20.74 20.7447000 · Investments - Other 0.00 0.47 0.00 0.00 0.47

Total 47000 · Investments 7.81 0.47 0.00 20.74 29.024800 · OTHER REVENUES

4500 · Advertising Revenue 0.00 0.00 0.00 16,900.00 16,900.004400 · Handbook Revenue 0.00 0.00 0.00 2,480.00 2,480.004809 · Other Income 0.00 400.00 0.00 2,000.00 2,400.004800 · OTHER REVENUES - Other 0.00 0.00 0.00 500.00 500.00

Total 4800 · OTHER REVENUES 0.00 400.00 0.00 21,880.00 22,280.00Total Income 6,771.33 35,273.72 25,973.75 282,559.07 350,577.87

Gross Profit 6,771.33 35,273.72 25,973.75 282,559.07 350,577.87

Page 1 of 3







6745 · Education 500.00 0.00 0.00 0.00 500.006760 · Administrative Expenses 0.00 331.64 855.02 0.00 1,186.666750 · Travel Expense 0.00 2,272.13 2,057.86 0.00 4,329.996740 · Electiion Expense 0.00 26.00 0.00 0.00 26.006730 · Host Gifts 156.88 209.90 242.64 0.00 609.426720 · Speaker Fees 0.00 3,724.45 700.00 0.00 4,424.456710 · Meetings 2,727.15 13,995.83 9,505.19 0.00 26,228.17

Total 67000 · Division Expenses 3,384.03 20,559.95 13,360.71 0.00 37,304.696201 · 201 Presidential Expenses

6201.1 · 201.1 Institute Dir Support 0.00 0.00 0.00 344.96 344.966201 · 201 Presidential Expenses - Other 0.00 0.00 0.00 10,124.42 10,124.42

Total 6201 · 201 Presidential Expenses 0.00 0.00 0.00 10,469.38 10,469.386200 · OPERATING EXPENSES

6202.1 · 202.1 Supplies 0.00 0.00 0.00 295.74 295.746202.2 · 202.2 Postage, Mailing Service 0.00 0.00 0.00 240.35 240.356212 · Bank Fees 0.00 0.00 0.00 6,521.03 6,521.036202.5 · 202.5 Printing and Copying 0.00 0.00 0.00 105.76 105.76

Total 6200 · OPERATING EXPENSES 0.00 0.00 0.00 7,162.88 7,162.886203 · 203 Professional Services

6203.2 · 203.2 Accounting & Tax Prep 0.00 0.00 0.00 231.69 231.696203.4 · 203.4 Insurance 0.00 0.00 0.00 3,325.00 3,325.006203.6 · 203.6 Election Expenses 0.00 0.00 0.00 3,287.41 3,287.416203 · 203 Professional Services - Other 0.00 0.00 0.00 3,495.09 3,495.09

Total 6203 · 203 Professional Services 0.00 0.00 0.00 10,339.19 10,339.196204 · 204 Committees

6204.2 · 204.2 Legislative 0.00 0.00 0.00 2,905.33 2,905.336204.4 · 204.4 Educ / Prof. Development 0.00 0.00 0.00 3,087.29 3,087.29

Total 6204 · 204 Committees 0.00 0.00 0.00 5,992.62 5,992.626206 · 206 Membership Dues Payouts

206.1 Central Div Dues Payout 0.00 0.00 0.00 3,235.50 3,235.50206.2 Northern Div Dues Payout 0.00 0.00 0.00 11,880.00 11,880.00206.3 Southern Div Dues Payout 0.00 0.00 0.00 16,886.25 16,886.256206 · 206 Membership Dues Payouts - Other 0.00 0.00 0.00 -5,794.14 -5,794.14

Total 6206 · 206 Membership Dues Payouts 0.00 0.00 0.00 26,207.61 26,207.6162071 · 207.1 Webmaster Expense 0.00 0.00 0.00 4,287.00 4,287.006207 · 207 Technology 0.00 0.00 0.00 612.68 612.686208 · 208 Annual Conference Expenses

208.1 Speakers 0.00 0.00 0.00 10,187.91 10,187.91208.10 Conference Staff & Logis 0.00 0.00 0.00 26,890.65 26,890.65208.12 Registration Expenses 0.00 0.00 0.00 2,716.64 2,716.64208.13 VIP Dinner 0.00 0.00 0.00 1,515.34 1,515.34208.14 CCAC Store 0.00 0.00 0.00 524.00 524.00208.19 Hotel Costs (food & rent 0.00 0.00 0.00 54,532.91 54,532.91208.2 Banquet 0.00 0.00 0.00 1,639.24 1,639.24208.4 Conference bags 0.00 0.00 0.00 1,478.86 1,478.86208.5 Wednesday Evening Event 0.00 0.00 0.00 9,132.00 9,132.00208.6 Retiree lunch 0.00 0.00 0.00 333.86 333.86208.8 VIP gifts & hospitality 0.00 0.00 0.00 2,223.29 2,223.29

Page 2 of 3






208.9 Site visit 0.00 0.00 0.00 1,641.86 1,641.866208 · 208 Annual Conference Expenses - Other 2,864.26 0.00 1,903.94 640.00 5,408.20

Total 6208 · 208 Annual Conference Expenses 2,864.26 0.00 1,903.94 113,456.56 118,224.766209 · 209 IIMC & Region IX expense

209.2 IIMC Candidate Support 0.00 0.00 0.00 500.00 500.00209.4 IIMC - Other 0.00 0.00 0.00 19.00 19.006209.5 · 209.5 Region IX 0.00 0.00 0.00 1,566.32 1,566.32

Total 6209 · 209 IIMC & Region IX expense 0.00 0.00 0.00 2,085.32 2,085.326211 · 211 Board Meeting Expense 0.00 0.00 0.00 24,581.23 24,581.236215 · 215 Fundraising Expense

6215.1 · 215.1 CCAC Store Supplies 0.00 0.00 0.00 4,803.76 4,803.76215.2 Auction 0.00 0.00 0.00 100.00 100.00215.3 Fundraiser during confere 0.00 0.00 0.00 1,154.54 1,154.546215 · 215 Fundraising Expense - Other 0.00 0.00 0.00 40.00 40.00

Total 6215 · 215 Fundraising Expense 0.00 0.00 0.00 6,098.30 6,098.306220 · 220 Training expenses

6220.1 · 220.1 Nuts & Bolts South 0.00 0.00 0.00 9,672.10 9,672.106220.2 · 220.2 Nuts & Bolts Central 0.00 0.00 0.00 9,518.14 9,518.146220.3 · 220.3 Nuts & Bolts North 0.00 0.00 0.00 4,274.02 4,274.026222 · Athenian Dialogue 0.00 0.00 0.00 6,818.75 6,818.75

Total 6220 · 220 Training expenses 0.00 0.00 0.00 30,283.01 30,283.016221 · 221 Scholarships

6221.5 · 221.5 MCEF Contribution 0.00 0.00 0.00 2,500.00 2,500.006221.1 · 221.1 Scholarships - CCAC Conf. 0.00 0.00 0.00 1,232.83 1,232.836221.2 · 221.2 Scholar.- TTC / LTC/MMCA 0.00 0.00 0.00 19,185.00 19,185.006221.3 · 221.3 Scholarships - Alternativ 0.00 0.00 0.00 2,010.00 2,010.006221 · 221 Scholarships - Other 450.00 15,200.00 7,327.46 0.00 22,977.46

Total 6221 · 221 Scholarships 450.00 15,200.00 7,327.46 24,927.83 47,905.29602011 · Inst. Dir. Conf. Attendance 0.00 0.00 0.00 4,483.51 4,483.51

Total Expense 6,698.29 35,759.95 22,592.11 270,987.12 336,037.47Net Ordinary Income 73.04 -486.23 3,381.64 11,571.95 14,540.40

Net Income 73.04 -486.23 3,381.64 11,571.95 14,540.40

Page 3 of 3

TO: CCAC Board of Directors FROM: Randi Johl, Legislative Director DATE: August 26, 2016 SUBJECT: Status Update Regarding Ballot Measure and Upcoming Election This status update is being provided for general refresher purposes only in light of the upcoming election in 2016. Based on the attached documentation, and the 2015 passage of the new bylaws, the following nine region director positions will be on the ballot for election in summer 2016: 1, 7, 8, 9, 11, 12, 13, 15, and 16. The term of office would be Fall 2016 – Fall 2018, consistent with the City Clerks department meeting at the League Annual Conference. With respect to the remaining seven regions, the current directors (who transitioned from serving as division chairs, trustees and professional development representatives) will continue to serve as region directors through Fall 2017. That election will be held in summer 2017. Pursuant to Board Policy #108, the general timing for the 2016 election is as follows: May 11, 2016 (147 days before League Annual Conference) – Deadline for Nominating Committee to notify membership of upcoming election and related details July 6, 2016 (91 days before League Annual Conference) – Deadline for candidates to submit nomination forms including candidate statements July 10, 2016 (87 days before League Annual Conference) – Deadline for Nominating Chair to submit list of eligible nominees to Board July 16, 2016 (81 days before League Annual Conference) – Deadline for write in candidates to declare candidacy to Nominating Chair July 26, 2016 (71 days before League Annual Conference) – Deadline for Nominating Committee to mail ballots to eligible voting members August 26, 2016 (40 days before League Annual Conference) – Deadline for ballots to be returned to the Nominating Chair The results of the election will be announced immediately after the ballots are counted to allow as much time as possible for the current and newly elected board members to make travel arrangements to attend the department meeting at the League Annual Conference (October 5, 2016).

2016-2017 BOARD UNDER NEW BYLAWS (25 MEMBERS TOTAL)

Executive Board

# Name Current Position City Region 1 Byron Pope President Beverly Hills At Large 2 Jose Jasso 1st Vice President Manteca At Large 3 Wendy Klock-Johnson 2nd Vice President Sacramento At Large 4 Margaret Roberts Recording Secretary Hercules At Large 5 Kimberly Rodriguez Communications Director Agoura Hills At Large 6 Susan Domen Treasurer Lake Elsinore At Large 7 Randi Johl Legislative Director Temecula At Large 8 Dawn Abrahamson Professional Development

Director Vallejo At Large

9 Shirley Concolino Immediate Past President N/A At Large

Region Directors

# Name Current Position City Region 10 Election 1 – Redwood Empire 11 Mindy Cuppy Division Trustee Rancho Cordova 2 – Sacramento Valley 12 Currently Vacant 3 – Central Valley 13 Luisa Zavala Division Chair Porterville 4 – South San Joaquin Valley 14 Ricca Charlon Division Trustee Ridgecrest 5 – Desert Mountain 15 Vicki Kasad Division Chair Ontario 6 – Inland Empire 16 Election 7 – Riverside County 17 Election 8 – Imperial County 18 Election 9 – San Diego County 19 Mitzi Ortiz Division Trustee Aliso Viejo 10 – Orange County 20 Election 11 – Los Angeles County 21 Election 12 – Channel County 22 Election 13 – Monterey Bay 23 Deborah Padovan Division Chair Los Altos 14 - Peninsula 24 Election 15 – East Bay 25 Election 16 – North Bay

* Specific Names Illustrates on Ballot in Summer 2017 (Initial Term of Office: Current – Fall 2017) * Election Notation Illustrates on Ballot in Summer 2016 (Initial Term of Office: Fall 2016 – Fall 2018)

Central Valley - #3 Angels Camp Atwater Ceres Chowchilla Dos Palos Escalon Gustine Hughson Lathrop

Livingston Lodi Los Banos Manteca Merced Modesto Newman Oakdale

Patterson Ripon Riverbank Sonora Stockton Tracy Turlock Waterford

Channel Counties - #12 Arroyo Grande Atascadero Buellton Camarillo Carpinteria Fillmore Goleta Grover Beach Guadalupe*

Lompoc Moorpark Morro Bay Ojai Oxnard Paso Robles Pismo Beach Port Hueneme San Luis Obispo

Santa Barbara Santa Maria Santa Paula Simi Valley Solvang Thousand Oaks Ventura

http://dev.cacities.org/Images/Connect-Division-Map-copy.aspx

Desert Mountain - #5 Adelanto Apple Valley Barstow Big Bear Lake Bishop

California City Hesperia Lancaster Mammoth Lakes Needles

Palmdale Ridgecrest Twentynine Palms Victorville Yucca Valley

East Bay - #15 Alameda Albany Antioch Berkeley Brentwood Clayton Concord Danville Dublin El Cerrito Emeryville

Fremont Hayward Hercules Lafayette Livermore Martinez Moraga Newark Oakland Oakley Orinda

Piedmont Pinole Pittsburg Pleasant Hill Pleasanton Richmond San Leandro San Pablo San Ramon Union City Walnut Creek

Imperial County - #8 Brawley Calexico Calipatria

El Centro Holtville

Imperial Westmorland

Inland Empire - #6 Chino Chino Hills Colton Fontana Grand Terrace

Highland Loma Linda Montclair Ontario Rancho Cucamonga

Redlands Rialto San Bernardino Upland Yucaipa

Los Angeles County - #11 Agoura Hills Alhambra Arcadia Artesia Avalon Azusa Baldwin Park Bell Bell Gardens Bellflower Beverly Hills Bradbury Burbank Calabasas Carson Cerritos Claremont Commerce Compton Covina Cudahy Culver City Diamond Bar Downey Duarte El Monte El Segundo

Glendora Hawaiian Gardens Hawthorne Hermosa Beach Hidden Hills Huntington Park Industry Inglewood Irwindale La Canada Flintridge La Habra Heights La Mirada La Puente La Verne Lakewood Lawndale Lomita Long Beach Los Angeles Lynwood Malibu Manhattan Beach Maywood Monrovia Montebello Monterey Park Norwalk

Pasadena Pico Rivera Pomona Rancho Palos Verdes Redondo Beach Rolling Hills Rolling Hills Estates Rosemead San Dimas San Fernando San Gabriel San Marino Santa Clarita Santa Fe Springs Santa Monica Sierra Madre Signal Hill South El Monte South Gate South Pasadena Temple City Torrance Vernon Walnut West Covina West Hollywood Westlake Village

Gardena Glendale

Palos Verdes Estates Paramount

Whittier

Monterey Bay - #13 Capitola Carmel Del Rey Oaks Gonzales Greenfield Hollister

King City Marina Monterey Pacific Grove Salinas San Juan Bautista

Sand City Santa Cruz Scotts Valley Seaside Soledad Watsonville

North Bay - #16 American Canyon Belvedere Benicia Calistoga Corte Madera Cotati Dixon Fairfax Fairfield Healdsburg Larkspur

Mill Valley Napa Novato Petaluma Rio Vista Rohnert Park Ross San Anselmo San Rafael Santa Rosa

Sausalito Sebastopol Sonoma St. Helena Suisun City Tiburon Vacaville Vallejo Windsor Yountville

Orange County - #10 Aliso Viejo Anaheim* Brea Buena Park Costa Mesa Cypress Dana Point Fountain Valley Fullerton Garden Grove Huntington Beach Irvine

La Habra La Palma Laguna Beach Laguna Hills Laguna Niguel Laguna Woods Lake Forest Los Alamitos Mission Viejo Newport Beach Orange*

Placentia Rancho Santa Margarita San Clemente San Juan Capistrano Santa Ana Seal Beach Stanton Tustin* Villa Park Westminster Yorba Linda*

Peninsula - #14 Atherton Belmont Brisbane Burlingame Campbell Colma Cupertino Daly City East Palo Alto Foster City Gilroy Half Moon Bay

Hillsborough Los Altos Los Altos Hills Los Gatos Menlo Park Millbrae Milpitas Monte Sereno Morgan Hill Mountain View Pacifica Palo Alto

Portola Valley Redwood City San Bruno San Carlos San Francisco San Jose San Mateo Santa Clara Saratoga South San Francisco Sunnyvale Woodside

Redwood Empire - #1 Arcata Blue Lake Clearlake Cloverdale Crescent City

Eureka Ferndale Fort Bragg Fortuna Lakeport

Point Arena Rio Dell Trinidad Ukiah Willits

Riverside County - #7 Banning Beaumont

Hemet Indian Wells

Norco Palm Desert

Blythe Calimesa Canyon Lake Cathedral City Coachella Corona Desert Hot Springs Eastvale

Indio Jurupa Valley La Quinta Lake Elsinore Menifee Moreno Valley Murrieta

Palm Springs Perris Rancho Mirage Riverside San Jacinto Temecula Wildomar

Sacramento Valley - #2 Alturas Amador Anderson Auburn Biggs Chico Citrus Heights Colfax Colusa Corning Davis Dorris Dunsmuir Elk Grove Etna Folsom Fort Jones Galt Grass Valley Gridley Ione

Isleton* Jackson Lincoln Live Oak Loomis Loyalton* Marysville Montague Mt. Shasta Nevada City Orland Oroville Paradise Placerville Plymouth Portola Rancho Cordova Red Bluff Redding

Rocklin Roseville Sacramento Shasta Lake South Lake Tahoe Susanville Sutter Creek Tehama Truckee Tulelake Weed West Sacramento Wheatland Williams Willows Winters Woodland Yreka Yuba City

San Diego County - #9 Carlsbad Chula Vista Coronado Del Mar El Cajon Encinitas

Escondido Imperial Beach La Mesa Lemon Grove National City Oceanside

Poway San Diego San Marcos Santee Solana Beach Vista

South San Joaquin Valley - #4 Arvin Avenal Bakersfield Clovis Coalinga Corcoran Delano Dinuba Exeter Farmersville Firebaugh Fowler Fresno

Hanford Huron Kerman Kingsburg Lemoore Lindsay Madera Maricopa McFarland Mendota Orange Cove Parlier

Porterville Reedley San Joaquin Sanger Selma Shafter Taft Tehachapi Tulare Visalia Wasco Woodlake

1

REQUEST FOR QUALIFICATIONS

CCAC REGIONAL

EDUCATION March 21, 2016

PROJECT The City Clerk’s Association of California (CCAC) seeks consulting services for delivery of education sessions in its sixteen (16) regions (Exhibit A) in compliance with the International Institute of Municipal Clerks (IIMC) Education Guidelines at the Master Municipal Clerk (MMC) level (Exhibit B). ABOUT CCAC The City Clerk’s Association of California was organized in 1973 and holds a 501(c)6 designation. The current membership of over 800 is comprised of elected and appointed municipal clerks, special district clerks of the board, deputies, assistant clerks and their staff. The primary goal of CCAC is to actively promote the continuing education and professional development of Clerks through extensive education programs. In 2015, the Association membership overwhelmingly approved revised bylaws changing CCAC’s structure from three Divisions to 16 Regions. One of the goals of this realignment is to deliver educational opportunities more widely dispersed throughout the State, increasing access to educational opportunities for all members. EDUCATION DELIVERY Regional education sessions are open to all members, regardless of where they are geographically located in the state. The CCAC Professional Development Director holds the responsibility to select education topics and venues annually. Attendance at the former Division meetings ranged from 12 to 90. This revised structure is designed to capture greater numbers of members attending education sessions across the State. Session topics must be relevant to the municipal clerk profession. Suggested topics provided by individual members are attached as Exhibit C. Proposed sessions are not limited to these topics; however, the topic must remain relevant to the municipal clerk profession and meet the standards for MMC training through IIMC. Sessions shall be four hours in length and the consultant will be responsible for the preparation of documentation for pre-approval by IIMC. Session attendees desiring IIMC certification points towards Certified Municipal Clerk or MMC status must complete a session assessment form.

2

CCAC intends to duplicate each session several times throughout the Regions. For example, a particular session may be presented in four separate Regions over a two-month period. All sessions must be unique from Technical Track for Clerks curriculum delivered by Maureen Kane and Associates, and Master Municipal Clerk Academy curriculum delivered by Miller Consulting Group. Individuals, companies, associations, and consortiums are welcome to respond. Contracts will be prepared and executed with the successful respondents for a term not-to-exceed two years. CCAC will:

1. Assist Consultant to market education sessions through its ListServ, website, Official Word newsletter, and leadership communications.

2. Be responsible for obtaining IIMC session pre-approval. 3. Determine dates and venues for sessions. 4. Be responsible for all logistics, including A/V and electronic distribution of session

materials. 5. Register attendees and provide such information to consultant.

CONSULTANT will:

1. Prepare IIMC Course Review Template and forward to CCAC Professional Development Director at least 30 days in advance of each session.

2. Assist with Course Review Template modifications as required by CCAC or IIMC. 3. Identify and hire speakers. 4. Prepare session handout materials and forward to Professional Development

Director in advance for electronic distribution, as needed. 5. Provide any paper handouts, learning tools, or other products for distribution at

sessions. 6. Prepare, distribute, collect, and review attendee session assessment forms. 7. Issue attendance certificates in a form as approved by the CCAC Professional

Development Director. 8. Market education sessions to CCAC members.

PROPOSAL CONTENT Responses shall include the following information and any other information the consultant finds relevant for the evaluation process: 1. Name of firm, principals, and individuals involved in education delivery 2. Credentials and experience of all individuals delivering education 3. Marketing plan

3

4. Plan for and Commitment to:

a. CCAC and consultant share responsibility for marketing, which may include: hard copy mailings, flyers, articles for the Official Word, etc.

b. Prepare IIMC Course Review Template and forward to CCAC Professional Development Director at least 30 days in advance of each session.

c. Assist with Course Review Template modifications as required by CCAC or IIMC.

d. Identify and hire speakers. e. Prepare session handout materials and forward to Professional

Development Director in advance for electronic distribution, as needed. f. Provide any paper handouts, learning tools, or other products for

distribution at sessions. g. Prepare, distribute, collect, and review attendee session assessment

forms. h. Issue attendance certificates in a form as approved by the CCAC

Professional Development Director. 5. Fees 6. General availability by date and area of the State 7. Agree, or decline, to allow for session(s) to be video-taped or video streamed by

CCAC 8. References 9. Other relevant information.

Submit proposals to: Dawn Abrahamson, MMC

CCAC Professional Development Director City Clerk City of Vallejo 555 Santa Clara Street Vallejo, CA 94590 (707) 648-4528 [email protected]

Proposals must be received on or before Thursday, April 14, 2016, at 5 p.m. PROPOSAL REVIEW PROCESS Proposals received on or before the deadline above will be reviewed by the CCAC Professional Development Committee for a recommendation to the CCAC Board of Directors. The decision of the CCAC Board of Directors is anticipated to occur on before May 15, 2016, and will be final. For questions or additional information, contact Dawn Abrahamson, MMC, as noted above. Responses to questions and requests for additional information may be shared with other proposers.

4

Exhibit A – Region map Exhibit B – IIMC Education Guidelines Exhibit C – Suggested topics

1

INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKSEDUCATION GUIDELINES

MISSION STATEMENT

The International Institute of Municipal Clerks (IIMC) is a professional, non-profit association that promotes continuing education and certification through university and college based institutes and provides networking solutions, services and benefits to its members worldwide.

EDUCATIONAL PHILOSOPHY

The primary purpose of the International Institute of Municipal Clerks (IIMC) is toprovide education and professional development programs and opportunities for itsmembers. IIMC recognizes that education and professional development are important toevery member and that educational needs are diverse throughout the world.

The educational philosophy of “No Clerk Left Behind” remains in the forefront as IIMCoffers extensive educational programs and courses through a variety of methods,including University and College based Institutes, IIMC-approved Institutes, State/Provincial/National Associations, International study and exchange programs, on-linecourses, publications, networking opportunities and annual conferences. IIMC values itsaffiliations with Municipal Clerk Associations and sponsoring educational institutions. IIMC provides members with certifications, earned through participation in educationalprograms and involvement in a variety of professional development activities. Thesecertifications include the Certified Municipal Clerk (CMC) designation and the MasterMunicipal Clerk (MMC) designation. The educational programs and certificationsoffered through IIMC empower its members to achieve academic and professionalsuccess.

IIMC promotes life-long learning, skill development and public service and fosters aspirit of mutual assistance and goodwill among Municipal Clerks around the globe. Itcontinually works to advance leading practices in professional and personal development,creates opportunities for its diverse membership to engage in training and developmentactivities and programs, and supports education programs that enrich the knowledge,practical abilities, and professionalism and leadership skills of its members.

PROFESSIONAL CERTIFICATIONS

IIMC has a program of professional certifications intended to increase the developmentof its members through continuing education. IIMC’s professional designation programs,the Certified Municipal Clerk (CMC) and the Master Municipal Clerk (MMC) aredesigned to raise the standards of the Municipal Clerk profession and provide theopportunity for further recognition by governmental authorities and the public. Thesecertifications are bestowed on Municipal Clerks after completion of advanced educationand professional contributions.

2

THE EDUCATIONAL PARTNERSHIP

To achieve its educational goals, the International Institute of Municipal Clerks (IIMC) partners with 45 Universities, Colleges and select affiliates, in cooperation with State/Provincial/National Associations and IIMC staff. This unique partnership contributes to the success and longevity of the quality of education that has been delivered to IIMC members for many decades. IIMC combines its resources with the resources of its two partners at the state and institute levels to achieve greater efficiency, effectiveness, and relevance for its members.

THE IIMC COURSE REVIEW PROCESS AND REQUIREMENTS

State/Provincial/National Associations/IIMC Region Meetings

State/Provincial/National Associations who provide their own education programs or host an IIMC Region Meeting and wish to receive education points must go through the course review process. Pre-approved courses will earn 1 education point per 4 in-class contact hours with a completed assessment. Institute Directors cannot sign-off on State/Provincial/National Associations programs or Region Meetings.

Institutes

Course review is not required for Institute programs. Please refer to the Institute Guidelines.

Courses Offered Outside of the IIMC-Approved Institute/Academy, State Association or IIMC Region Meeting

In some cases, applicants may find a course in their demographic area that is applicable to the Municipal Clerk profession. A course such as this that is not offered at the Institute/Academy, State Association or IIMC Region Meeting must go through the course review process. Pre-approved courses will earn 1 point per 6 in-class contact hours. Institute Directors cannot sign-off on these types of courses.

The Course Review Template is located at http://www.iimc.com/Education/Approval/ProgramApproval.shtml and should be sent to the Associate Director of Education at [email protected].

Assessments

IIMC Education Guidelines require that course participants complete an assessment at the end of an education program. The State Association or Instructor will select and design an outcomes assessment tool that assesses the knowledge/experience acquired by the participants taking the course.

An Assessment can be a quiz, short answer questions, test, essay and/or similar tools. The following example assessments may assist you in creating an assessment for

http://www.iimc.com/Education/Approval/ProgramApproval.shtml

mailto:[email protected]

3

your program.

Assessments are to be completed after the program and are not to be completed duringclass time. Points and/or hours are not awarded for assessment completion. The Assessment tool is to be reviewed by the State Association or Instructor before a certificate of completion can be issued. Approved Courses

Course reviews must be completed each year for any program that has been revised. If the presenter has changed, IIMC will only need to see the new presenter’s biography. IIMC Staff reserves the right to ask for a new course review form for any course or courses that have previously been approved.

CERTIFIED MUNICIPAL CLERK (CMC) DESIGNATION

The Certified Municipal Clerk program is designed to enhance the job performance of the Clerk in small and large municipalities. To earn the CMC designation, a Municipal Clerk must attend extensive education programs. The CMC designation also requires pertinent experience in a municipality. The CMC program prepares the applicants to meet the challenges of the complex role of the Municipal Clerk by providing them with quality education in partnership with institutions of higher learning, as well as State/Provincial/National Associations. The CMC program has been assisting clerks to excel since 1970.

All points shall be earned according to the provisions of the IIMC Education Guidelines.

Membership Categories:

Full Member/Additional Full Member - Can work towards either designation

Associate Member - Does not qualify for full membership, and cannot become a Certified Municipal Clerk or a Master Municipal Clerk, as they do not meet 4 of the 8 core duties. They may, however, attend conferences and courses as they desire.

Retired Members - May continue to work on either designation.

In order for IIMC to recognize a Certified Municipal Clerk (CMC) designation, membership must be current.

Supporting documentation must be included with each CMC Application for Designation towards the CMC designation.

Supporting documentation contains: The name of the applicant The date of the work The title/description/or nature of the work

4

The date, location, and the hours spent Any other pertinent information

Examples of Acceptable Materials: A certificate of completion, transcript or letter of verification from the IIMC-

approved Institute/Academy A letter of reference from the HR Department verifying the duration, scope, and

nature of employment A certificate of attendance from a State/Provincial/National Association, complete

with hours of attendance. A copy of official college transcripts

Note: If unsure about what kind of supporting documentation is acceptable, please contact the IIMC the Education Department.

IIMC cannot accept: A first person letter A document from a relative or spouse of the applicant Incomplete documentation Notary training Passport training Vendor specific training (i.e. - Laserfiche, SIRE, etc.) Computer training (Microsoft Office – Outlook, Excel, Word, etc.) Email training (how to, etc.)

Note: Points earned in prior to the accrual of the CMC designation may not be used towards the MMC designation, with exception to a completely unused college degree.

More information regarding IIMC programs can be found at www.iimc.com, or by contacting the Education Department directly.

IIMC is unable to send, mail, copy, or otherwise disseminate any Applications and/or supporting documentations once received.

http://www.iimc.com

5

The following are the requirements for obtaining the CMC designation:

1. Be a clerk or a deputy clerk or perform the duties as defined by IIMC.2. Be an active member of IIMC for two years3. Affirm and practice the IIMC Code of Ethics.4. Submit the Application for Admission along with the $50 non-refundable

Application fee (applicable towards the total $100 certificate only or $135 certificate and plaque fee).

5. Complete and submit an IIMC Application for CMC designation with required supporting documentation and fee.

6. Perform the core duties of a municipal clerk by serving a Legislative Government Body (LGB) in an administrative capacity with management responsibilities, which would include four (4) of the following:

a. General Managementb. Records Managementc. Electionsd. Meeting Administratione. Management of by-laws, Articles of Incorporation, ordinances or other

legal instrumentsf. Human Resources Managementg. Financial Managementh. Custody of the official seal and execution of official documents

7. Deputy clerks must perform at least four (4) of the eight (8) core duties. 8. Attain sixty (60) points in the Education category.9. Attain fifty (50) points in the Experience category.

Credit earned while a CMC designee awaits nothing but the fulfillment of the two-year IIMC membership requirement for the receipt of the CMC designation, may be counted towards the MMC requirements.

6

Education requirements for the CMC candidates

Education Points (Total of 60 points required) Education Total Points

Satisfactory completion of a 120-hour (60 points of course work at an on-land IIMC approved Municipal Institute or Academy.

1 point per 2 in-class contact hours

A Bachelor’s degree or higher in Public Administration or related field*

20 points

A Bachelor’s degree or higher in an unrelated field*

10 points

Associate of Arts degree in Public Administration or related field*

5 points

Completion of an IIMC-approved State/ National/ Provincial educational course (with course review)**

1 point per 4 hour in-class contact hours

IIMC Annual Conference*** Up to 8 points per conference, for attending the four days of the

conference IIMC Athenian Leadership Dialogue 2 points each

IIMC CD Rom Courses 1 point eachIIMC Online Courses 3 points eachIIMC Annual Conference Academy Sessions

2 points each

IIMC Study Abroad Program Points vary by program

*Credits from fields of public administration, urban affairs municipal management, political science, records management, municipal finance, governmental accounting, urban planning and personnel administration and others. Education units or hours may not be credited to both CMC and MMC programs. Copies of college transcripts are required. Note: Points earned in prior to the accrual of the CMC designation may not be used towards the MMC designation, with exception to a completely unused college degree. **Course review requirements and template can be found at http://www.iimc.com/index.aspx?NID=139. *** IIMC Annual Conference education points shall be used for either Education or Experience points, not both. Prior to 2009, IIMC Annual Conference earned up to 4 points for full attendance. Note: Excess Education points will be applied to Experience by the IIMC Education Department.

http://www.iimc.com/index.aspx?NID=139

7

Experience Requirements for CMC Candidates

CMC Experience Component (total of 50 points required) Work Experience Total points

Full-Time Municipal or Deputy Clerk with administrative responsibility

4 points per yearmaximum 40 points

Part-time Municipal or Deputy Clerk with administrative responsibility

2 points per yearmaximum 40 points

Part-time Municipal or Deputy Clerk with no administrative responsibility

1 point per year maximum 30 points

Other full-time administrative positions in local government prior to becoming a Municipal or Deputy Clerk

2 points per year maximum 30 points

Administrative position in federal, state or provincial government

1 point per year maximum 30 points

Administrative position in business* 1 point per year maximum 30 points

CMC Experience Component -- Municipal Clerks ConferencesConference Attendance Total points

Attendance at IIMC Annual Conferences** Up to 8 points per conference, for attending

the four days of the conference

Registration and attendance at an IIMC Regional Meeting, Municipal Clerks Association Annual Conference, Municipal League Annual Conference or other Municipal Clerk related conferences

1 point per 4 hours, or 1 day of attendance

CMC Experience Component --Continuing EducationContinuing Education Total points

Continuing education courses through State/ Provincial courses (with Course Review)

1 point per 4 hours

Satisfactory completion of an IIMC-approved online course***

May vary with course

Misc. courses (that have not gone through the Course Review process), approved on the list of appropriate subjects

1 point per 6 hours

IIMC Study Abroad Program Points vary by program

8

CMC Experience Component --Business or Vocational School CoursesBusiness or Vocational Courses Total points

Courses must relate to the Municipal Clerk’s position 1 point per 10 hours of training

CMC Experience Component --College or University CoursesCollege or University Courses Total points

Relevant college or university course credits not used for education points

1 point per credit unit

CMC Experience Component –Committee Work

Committee Work Total pointsIIMC or Municipal Clerks Association Committee member

1 point per year

*In the case of applicable self-employment, the applicant must submit a copy of their business license and/or tax return for each year of employment they are seeking credit for. The employment must relate to the duties of the clerks office.** IIMC Annual Conference education points can be used for either Education or Experience points, but not for both. Prior to 2009, IIMC Annual Conference earned up to 4 points for full attendance.*** Online courses must be approved by the Education Department.NOTE: MMC courses taken prior to the acquisition of the CMC designation cannot be used toward the MMC designation. Effective January 1, 2011, a member may earn MMC points while their CMC application is pending review at headquarters. If the review determines that the member’s CMC application is deficient, any points earned in the interim will be applied to the deficient CMC application. (November 6, 2010; November 7, 2009; December 4, 2004; December 6, 2002. Policy E-3]. For Example: An applicant that has a CMC application in the queue waiting to be reviewed may take MMC level courses during that review period. If upon review, the CMC point requirements have not been met, the credits earned at the MMC level training must be applied to the current CMC application.

MASTER MUNCIPAL CLERK (MMC) DESIGNATION

The Master Municipal (MMC) is the second of the two professional designations offered by IIMC. To qualify for entrance into the MMC program, an applicant must have already earned the CMC designation. The MMC program prepares the participants to meet the challenges of the complex role of the Municipal Clerk by providing an advanced continuing education program that prepares participants to perform more complex municipal duties. The program has an extensive and advanced educational component, a professional and social contribution component. MMC applicants must demonstrate that they have actively pursued educational and professional activities and have remained informed of current socio-political, cultural, and economic issues that affect local governments and municipalities.

The educational requirements for the MMC are more complex and at a much higher level than those of the CMC program. The subject matters might be similar to those of the CMC courses; however, the breadth and depth of the MMC courses shall be more academically advanced. The IIMC Education Department can always assist in determining the level of any course.

All points shall be earned according to the provisions of the IIMC Education Guidelines.

9

Membership Categories:

Full Member/Additional Full Member - Can work towards either designation

Associate Member - Does not qualify for full membership, and cannot become a Certified Municipal Clerk or a Master Municipal Clerk, as they do not meet 4 of the 8 core duties. They may, however, attend conferences and courses as they desire.

Retired Members - May continue to work on either designation.

In order for IIMC to recognize a Master Municipal Clerk designation, membership must be current.

Supporting documentation must be included with each MMC Application for Designation towards the MMC designation.

Supporting documentation contains: The name of the applicant The date of the work The title/description/or nature of the work The date, location, and the hours spent Any other pertinent information

Examples of Acceptable Materials: A certificate of completion, transcript or letter of verification from the IIMC-

approved Institute/Academy A certificate of attendance from a State/Provincial/National Association,

complete with hours of attendance. A copy of official college transcripts Certificates/letters of appreciation for committee work

Note: If unsure about what kind of supporting documentation is acceptable, please contact the IIMC’s Education Department.

IIMC cannot accept: A first person letter A document from a relative or spouse of the applicant Incomplete documentation Documentation dated prior to the CMC designation, or if applicable, prior to

CMC Recertification or the last Level obtained. Notary training Passport training Vendor specific training (i.e. - Laserfiche, SIRE, etc.) Computer training (Microsoft Office – Outlook, Excel, Word, etc.) Email training (how to, etc.)

More information regarding our programs can be found at www.iimc.com, or by

http://www.iimc.com

10

contacting the Education Department directly.

IIMC is unable to send, mail, copy, or otherwise disseminate any Applications and/or supporting documentations once received.

The following are the requirements for obtaining the MMC designation:

1. Hold a CMC designation in good standing. 2. Be an active member of IIMC.3. Reaffirm IIMC's Code of Ethics.4. Complete and submit the Application for Admission, along with the non-

refundable application fee of $50 (applicable towards the total $400 fee).5. Complete and submit an IIMC Application for the MMC designation with

required supporting documentation and appropriate fees.6. Attain 60 points in the Advanced Education category.7. Attain 40 points in Professional and Social Contributions category, 20 of which

can be a Combination of Advanced Education and/or Professional and Social points.

8. All points earned towards the MMC designation must be dated after any prior designation (i.e. - CMC, CMC Recertification, or if applicable, any prior Levels). For example, if the applicant’s CMC designation was obtained in March of 2008; no materials dated prior to March of 2008 will be accepted towards the MMC designation.

Advanced Education Requirements for MMC Candidates

Advanced Education Points (60 points)Education Total Points

1. Completion of an IIMC- approved Academy program 1 point per 2 in-class

contact hours

2. A Bachelor’s degree or higher in Public Administration or a related field* 20 points

3. A Bachelor’s degree or higher in an unrelated field* 10 points

11

Education Total Points4. Associate of Arts degree in Public

Administration or a related field* 5 points5. Certification from another organization

relevant to your responsibilities as a Municipal Clerk (Minimum 50 hours of Training)

7 points

6. Completion of an IIMC-approved State/ National/ Provincial educational course (with course review)**

1 point per 4 hour in-class contact hours (with course r

eview)7. Teacher or trainer at an IIMC-recognized

Institute or Municipal Clerk Education Program***

1 point per 2 hours for teaching at an IIMC-

approved Institute/Academy; 1 point per 4 hours of

teaching, training/preparation for a

State/Provincial/National course.

8. IIMC Annual Conference education**** up to 8 points per conference, for attending the four days of the conference

9. Professionally-related seminars in approved subjects

1 point per 6 in-class contact hours

10. Athenian Leadership Society Dialogues 2 points each 11. Online Courses***** 3 points for IIMC course; 1

point per 6 hours for all other organization courses

12. IIMC CD Rom Courses 1 point each13. IIMC Online Courses 3 points each

14. IIMC Annual Conference Academy Sessions

2 points each

15. IIMC Study Abroad Program Points vary by program

*Credits from fields of public administration, urban affairs municipal management, political science, records management, municipal finance, governmental accounting, urban planning and personnel administration and others. Education units or hours may not be credited to both CMC and MMC programs. Points or credits for college work may not have been used towards the CMC designation. Copies of college transcripts are required.**Course review requirements and template can be found at http://www.iimc.com/index.aspx?NID=139. *** Teaching and Training credit may be used in either Advanced Education or Professional and Social, not both. **** IIMC Annual Conference education points shall be used for either Advanced Education or Professional and Social Contribution points not both. Points used for the MMC designation shall not be used for any other purposes. Prior to 2009, IIMC Annual Conference earned up to 4 points for full attendance.***** Advanced Education points for the MMC Designation program may be obtained through distance education. All online courses shall be pre-approved by the Education Department.

http://www.iimc.com/index.aspx?NID=139

12

Note: Those who have completed the CMC Recertification program may add 20 points of Advanced Education, and may use Advanced Education dated after the Recertification designation. Please contact the Education Department with questions. Note: Up to 20 points of excess Advanced Education will be applied to Professional and Social by the IIMC Education Department.

Professional and Social Contribution Requirements for MMC Candidates

*Please note that in addition to the 20 required Professional and Social points needed, MMC candidates must also complete 20 Combination points, which may come from either Advanced Education or Professional and Social Contributions- 40 total points needed.

Professional and Social Contributions (40 points)

Professional and Social Contributions Total Points1. Member of the IIMC Board of Directors 2 points per year2. Chairperson of an IIMC or Municipal Clerks Association Committee

2 points per year

3. Officer or Trustee of a Municipal Clerks Association or subdivision 2 per year4. Registration and attendance at an IIMC Regional Meeting, Municipal Clerks Association Annual Conference, Municipal League Annual Conference or other Municipal Clerk related conferences

1 point per 4 hours, or 1 day of attendance

5. Registration and attendance at an IIMC Annual Conference* Up to 8 points per conference, for attending the four days of the conference

6. Teacher or trainer at an IIMC-recognized Institute or Municipal Clerk Education program**

1 point per 2 hours for teaching at an IIMC- approved Institute/Academy; 1 point per 4 hours of teaching, training/preparation for a State/ Provincial course.

7. IIMC or Municipal Clerks Association Committee member 1 point per year8. Unique on-the-job performance or achievements that benefit the profession or community at large

2 point per year

9. Personal accomplishments of educational benefit to the profession 2 point per year10. Officer in a related professional association 1 point per year11. Relevant college or university course credits not used for Education. 1 point per credit unit ***

1 point per credit unit

12. Other applicable courses (not taken through IIMC, Institute/Academy, or IIMC-approved State/National/Provincial

1 point per 6 hours

13

Associations), including applicable State/National/Provincial Association programs without course review by IIMC.

* IIMC Annual Conference education points shall be used for either Advanced Education or Professional and Social Contribution points not both. Points used for the MMC designation shall not be used for any other purposes. Prior to 2009, IIMC Annual Conference earned up to 4 points for full attendance.** Teaching and Training credit may be used in either Advanced Education or Professional and Social, but not for both. IIMC members who teach a session can earn points for teaching, but not for attendance at the same session they are instructing.**Credits from fields of public administration, urban affairs municipal management, political science, records management, municipal finance, governmental accounting, urban planning and personnel administration and others. Education units or hours may not be credited to both CMC and MMC programs. Points or credits for college work may not have been used towards the CMC designation, or in Advanced Education. Copies of college transcripts are required.NOTE: MMC courses taken prior to the acquisition of the CMC designation cannot be used toward the MMC designation. Effective January 1, 2011, a member may earn MMC points while their CMC application is pending review at headquarters. If the review determines that the member’s CMC application is deficient, any points earned in the interim will be applied to the deficient CMC application. (November 6, 2010; November 7, 2009; December 4, 2004; December 6, 2002. Policy E-3]. For Example: An applicant that has a CMC application in the queue waiting to be reviewed may take MMC level courses during that review period. If upon review, the CMC point requirements have not been met, the credits earned at the MMC level training must be applied to the current CMC application.

Southern Division Topics for CCAC Training

Brainstormed during November 19, 2015 SCCCA Meeting

1. Disaster Prep * Emergency Response * Terrorism Response 2. Managing Smarter * Workload * Project Management 3. Municipal Finance * Budget 4. Grants for Clerks 5. Public Records Requests and E-Discovery 6. Records Management Software to Manage Retention 7. Going from being a Peer to being a Supervisor/Manager 8. Managing Emotions Under Pressure 9. Take a Seat at the Leadership Table 10. Breaking Down Silos 11. Recognition/Perception of City Clerks 12. Courage to Lead 13. Minute Taking 14. Leadership 15. Ethical Dilemmas 16. Brown Act 17. Elections - standalone & consolidated 18. Public Speaking 19. Citizen Ballot Initiatives 20. Subpoenas 21. Contracts (Role of the Clerk) * Notices of Completion * Bonds 22. Records Management * Retention Schedules * Destruction Management 23. Leadership Basics 24. Changing Responsibilities of the City Clerk 25. How to Sell Yourself as a Professional to City Manager and City Council 26. How to Create a Strategic Plan for City Clerk Initiatives 27. Performance Measures in City Clerk’s Office 28. Managing Marginal Employees 29. How to Motivate Your Team

Northern Division Topics for CCAC Training

Brainstormed during January 29, 2016 NCCCA Meeting

1. CEQA 2. Public Records Requests – What is a Record? 3. Parliamentary Procedures - Certification 4. Minutes – practical examples from Council meetings 5. Pracatical FPPC – Campaign & Form 700 & recent changes -Taught by experienced clerk -Poll for questions before meeting and send to FPPC -Filing Officer Duties: what to anticipate 6. Project Management 7. Disaster/Emergency Preparedness Training 8. Active Shooter Training (similar to the session at TTC) 9. Initiative Petition Process – more specifics to include the Clerk’s Role) -Recall and Referendum 10. How to Research the Government Code (Navigating through the Gov’t Code) 11. Getting Assertive Without Being Aggressive 12. How to Motivate with the Unmotivated Employee 13. Handwriting Analysis 14. Self-Management: Getting Things Done – advanced organization 15. Elections Process 16. Clerk-Council Relationships 17. Electronic Records Under the Public Records Act -social media -email 18. Performance Metrics for the City Clerk’s Office 19. AB 2272 & How to Implement – List of Computer/IT Systems on Website 20. Technology “Best Practices” (hardware & software) 21. Working with Mental Illness in the Public

1

CCAC REQUEST FOR QUALIFICATIONS

Issued on March 21, 2016

QUESTIONS AND ANSWERS April 5, 2016

General Comments Thank you for your interest in providing education to CCAC members. This is a new model of education delivery for CCAC. The RFQ responses will greatly assist in development of this new model hoped to serve the association for many years. Questions received have been grouped by topic area. All questions have been listed and answered below, regardless of any redundancy. The Request for Qualifications aims to identify persons and/or firms qualified and available to deliver education sessions to municipal clerks through the City Clerk’s Association of California. Respondents may submit specific courses intended for delivery or suggested courses in support of their response, however, it is not required. Open discussion at current Division meetings resulted in the list of topics provided with the RFQ. The list is not intended to be comprehensive or limiting in any way but only to provide a general sense of topics of interest to CCAC members. To the extent that suggested courses are provided by either the TTC or MMCA programs, they will not be an option for Consultant delivery. General 1. Will there be more than one consultant firm chosen? Yes. 2. Has there been any similar consultant contracts for this specific training, and if so,

who provided those services and for what amount? No. In September 2015, the Association membership overwhelmingly approved revised bylaws changing CCAC’s structure from 3 Divisions to 16 Regions. The educational sessions held at Division meetings was the sole responsibility of each Division and its Division Board.

3. Will the sessions require coordination with the consultants Maureen Kane &

Associates (technical) and Miller Consulting Group (MMCA)? No. The Professional Development Director holds responsibility to ensure educational sessions provided by Consultant do not duplicate TTC or MMCA coursework. The Professional Development Director will be the sole point of communication with Maureen Kane & Associates and Miller Consulting Group, as required.

2

4. Will CCAC be securing sponsors for these sessions as you do for your regional

meetings and trainings? CCAC may, at its discretion, secure sponsors to financially support Region trainings and offer resource information to attendees.

5. If consultant has been picked but was in the process of hiring additional instructor

during RFP process, could instructor qualifications/credential information be added and submitted later? Yes. In order to receive both Certified Municipal Clerk (CMC) and Master Municipal Clerk (MMC) education points, a Course Review Template will need to be completed and submitted to the International Institute of Municipal Clerks (IIMC) prior to the session. One of the requested pieces of information in the Course Review form is a bio of each instructor.

The Course Review form will be completed together by both the Professional Development Director and the Consultant. It shall be the Professional Development Director’s responsibility to submit the form to IIMC for educational point confirmation.

Education – Number of Sessions and Location 6. Is the expectation that the consultant would be responsible for the training sessions

that would occur in the 16 regions? The Professional Development Director will be responsible for coordinating with the Consultants and the Region Directors regarding date and location of sessions, approving the session content, and obtaining IIMC approval. The Consultant will be responsible for session design and delivery including any handouts or tools, preparation of the course review form and assessment, and issuance of Certificates of Completion.

7. The RFQ states CCAC will determine dates and venues for sessions. How much

input will the provider have on delivery dates and venue requirements/requests? The Professional Development Director will negotiate dates and venues mutually agreeable to CCAC and Consultant.

8. RFP states that "CCAC will 2. Determine dates and venues for sessions," what's the

typical timeline and process looks like, e.g., how will consultant be notified of the opportunity to deliver training, what topics, how much lead time will be given to consultants to prepare and schedule training, etc.? CCAC anticipates that the Professional Development Director will complete negotiations and execute contracts for services with successful Consultants on or before May 31, 2016. Individual session content will be finalized no later than 90 days before each session.

Education Courses 9. Are the educational delivery sessions limited to those indicated on the 2015/2016

brainstorming session lists? Proposed sessions are not limited to the topics reflected in Exhibit C-Suggested Topics. Session topics must be relevant to the municipal clerk profession.

3

10. In briefly reviewing the brainstorming session lists there seems to be technical and

what would be considered MMCA training sessions included -- what is the distinction that CCAC is looking for with respect to the technical, MMCA and the training required for the RFQ? The listing of topics included provides only general ideas submitted by individual members. The list is not comprehensive or limiting. The list may include courses currently provided by TTC and MMCA. Those sessions will not be permitted under contract with Consultant. Specific information on TTC and MMCA sessions will be provided to successful Consultants. Education sessions must remain relevant to the municipal clerk profession and meet the standards for MMC training through IIMC in order to be able to offer both CMC and MMC education points. All sessions must be unique from those offered at the Technical Track for Clerks and the Master Municipal Clerk Academy curricula.

11. Please confirm you want all topics that fall within those suggested in the RFQ to be

submitted separately on the IIMC Template. If we have topics that are relevant to the municipal clerk and meet standards, should those be identified or submitted along with the others on the template? No templates are required to be submitted with RFQ responses. Successful Consultants will complete course review templates when courses are confirmed with the Professional Development Director. Each course will require a completed course review template. Course templates are permitted, but not required, as a part of this RFQ response.

12. Within the responsibilities of the Consultant, it also says to prepare assessment

forms, which I take to mean session evaluation forms. Is there a standard format used by CCAC that would be consistent for all sessions, or does each Consultant develop his or her own? The Professional Development Director will furnish to the Consultant CCAC’s standard outcomes assessment tool that assesses the knowledge/experience acquired by the participants taking the course. The Consultant may, with the approval of the Professional Development Director, amend the standard tool or provide an alternate tool.

13. The RFQ states, “All sessions must be unique from Technical Track for Clerks

curriculum delivered by Maureen Kane and Associates, and Master Municipal Clerk Academy curriculum delivered by Miller Consulting Group.” What does “unique” mean in this context? What is CCAC doing to preserve the integrity of these two curricula? A number of the courses listed in the brainstormed-list included with the RFQ are sessions already contained within the rotational TTC and MMCA curricula. Specific course content offered by the TTC or MMCA programs will not be an option for Consultant delivery. To the extent TTC or MMCA curricula is included in the course/topic listing attached to the RFQ, it will not be permitted. On an ongoing basis, the TTC and MMCA curricula will be distributed to successful Consultants to ensure content is not duplicated in developing session content. The Professional Development Director in consultation with Maureen Kane and Associates and Miller Consulting Group, will review Consultant course content and strictly apply the

4

standard of unique content. Protection of the TTC and MMCA course content will be incorporated in the Professional Consultant Agreements.

14. Who will approve the attendee session assessment forms, and will this be done prior

to their use? The Professional Development Director will approve attendee assessment forms prior to their use for each session.

15. As these are CCAC hosted educational sessions, will all sessions, regardless of the

provider, be offered at Association-level valued points? All sessions will be approved by IIMC and receive Association-level valued points at 1 point for 4 hours of training.

16. What will be the process to ensure all sessions presented are done so at the MMC

level to ensure the integrity of that level of education? A course review template will be submitted to IIMC for approval at the MMC level for each session offered. The Professional Development Director and Region Directors will monitor congruence of session content delivered with the approved course content. Attendee feedback will be solicited through session evaluations, ListServe, and/or other methods to gauge member satisfaction with providers, relevance to the municipal clerk profession, caliber of speakers, MMC level content, etc.

17. How many people/participants do you anticipate per/class or per/cycle? CCAC

intends to provide two educational sessions per Region for a 12-month cycle (September 2016 through September 2017). It is difficult to estimate how many participants per Regional training. Attendance could be anywhere from as low as 6 to 75 or more.

18. Who would maintain ownership over material presented? Each presenter would

retain ownership of material presented. Consultants are encouraged to provide copies of any relevant training materials at each education session.

19. What would happen if no one shows for class? CCAC has adopted a Cancellation

Policy that is directly applicable to all CCAC sponsored Annual Conference and educational offerings. This policy only applies to full, partial, or no refund for the program registration fee. Each Regional session would require a confirmation deadline that would assist in determining, before the actual session date, how many would be in attendance. CCAC retains the sole right to cancel any scheduled session subject to the terms of the Consultant agreement.

20. On page 2 of the RFP, it was mentioned that, "All sessions must be unique from

Technical Track for Clerks curriculum delivered by Maureen Kane and Associates, and Master Municipal Clerk Academy curriculum delivered by Miller Consulting Group." Could this list of "Technical Track for Clerks curriculum" be shared with consultant to ensure our contents are unique? Exhibit 1 is the actual curriculum for TTC Series 100, 200, 300, and 400. The curriculum for the Master Municipal Clerk Academy changes from Academy to Academy. Exhibit 2 is the curriculum for the 2015 two Master Municipal Clerk Academies. The Professional Development

5

Director will provide copies of any new curricula to Consultants under contract with CCAC and have full authority to approve, or disallow, any session proposed by Consultant under contract with CCAC.

21. To clarify, will consultant be responsible for "grading" the assessment and issuing the

"certificate of completion"? Page 2 of Exhibit B-IIMC Education Guidelines requires that course participants complete an assessment at the end of an education program. The Professional Development Director will furnish to the Consultant CCAC’s standard outcomes assessment tool that assesses the knowledge/experience acquired by the participants taking the course.

Participants will need to complete and either leave the assessment tool at the conclusion of the session or forward it to the instructor who will in turn review the form for its completeness before issuing a “Certificate of Completion”. A “Certificate of Completion” template will be supplied to the instructor by the Professional Development Director.

22. If a course topic has been designed to be effectively delivered in a setting of 25

attendees per classroom training, could consultant recommend the training be arranged to include only 25 attendees per class? All Region educational sessions shall be open to all CCAC Members. One of the goals of this realignment is to deliver educational opportunities more widely dispersed throughout the State, increasing access to educational opportunities for all members. CCAC will not allow limits on class size.

Fees/Expenses/Cost Reimbursement 23. Is there a not to exceed amount? Not at this time. Responses to the RFQ should

include the proposed speaker fee schedule. CCAC will be responsible for negotiating all fees and requested expense reimbursements, which may include a not-to-exceed amount.

24. The RFQ indicates sessions may be duplicated several times throughout the

Regions. How will travel time and costs be handled? Include proposed parameters for expense reimbursements with the RFQ response, e.g., mileage, airfare, hotel, travel time, etc. The Professional Development Director will negotiate fees and expense reimbursements with Consultant which may include a not-to-exceed amount.

25. Per the responsibilities outlined in the RFQ, Consultant will submit handout materials

to the CCAC Professional Development Director for electronic distribution. How will the costs of the paper handouts and learning tools (including assessments, etc.) be handled? By the Consultant or costs back to CCAC? Include proposed parameters for expense reimbursements with the RFQ response. The Professional Development Director will negotiate fees and expense reimbursements which may include a not-

6

to-exceed amount with Consultant to be included in Professional Services Agreement.

26. No price range was provided in the RFQ. What is CCAC considering as an

appropriate range? CCAC will use the RFQ responses to determine the price range appropriate and affordable to the association. There is no pre-determined price range. Consultants are encouraged to be realistic within their needs and resources while taking into consideration the non-profit status of the association.

27. Regarding the RFQ’s request for pricing: Is it CCAC’s expectation that a provider

conduct a particular topic (based on the 10 topics noted on the map) in the three regions also listed on the map corresponding to that topic? The education schedule/map anticipates that individual sessions will be repeated in several locations throughout the State. This is not a mandate, but a goal. Response should include any constraints Consultant may have in that regard. For example, Consultant may have travel date or place availability exceptions.

28. Is pricing for RFP quote per class or for 18 month cycle (based on how many classes

delivered)? Pricing would be based on a 12-month period (September 2016 through September 2017) and would need to include proposed speaker fee schedule. CCAC will be responsible for negotiating all fees and requested expense reimbursements.

29. Who pays for travel? Is it ok to add in our valuation of project? CCAC will be

responsible for negotiating all fees and requested reimbursements, which may include travel. Include proposed parameters for expense reimbursement with the RFQ response. Travel expenditure reimbursements are subject to negotiation by CCAC.

30. What is CCAC’s % mark up for classes? CCAC is a non-profit organization and, as

such, there would be no mark-up for classes. The cost would truly be to provide education to our membership. CCAC anticipates charging a participant registration to support the education, facility, and refreshment costs with the goal of implementing a consistent fee range across all Region education sessions.

31. How does CCAC anticipate the consultant be compensated in terms of courses, i.e.,

would it be by the number of attendees, or by the number of courses delivered regardless of attendees? Compensation will be a part of a formal Professional Services Agreement entered into between CCAC and the Consultant. Speaker fee plus any expense reimbursements negotiated as part of the agreement will be for the number of courses delivered regardless of the number of participants.

Marketing

32. The RFQ asks consultant to assist CCAC in marketing and also develop a marketing

plan. Could you further explain what you mean by this? For example, it could mean the consultant posts an announcement or an article within his or her network or it

7

could mean consultant physically sits down with regional office and helps to distribute flyers or…? Happy to help with the marketing; just not sure what you want in the RFQ submittal. CCAC seeks Consultant’s ideas on promotion of educational sessions available to supplement CCAC marketing. Such ideas may include posting on Consultant’s website, development/distribution of collateral materials at professional meetings or through other association networks, articles in professional publications, social media, promotion through Consultant’s contact database, and the like.

33. Would CCAC be willing to share their membership database for marketing purposes?

No, it is CCAC’s policy not to provide the membership database to vendors and consultants for marketing purposes.

34. What does CCAC/IIMC look for in a "Marketing Plan"? CCAC seeks Consultant’s

ideas on promotion of educational sessions available to supplement CCAC marketing. Such ideas may include posting on Consultant’s website, development/distribution of collateral materials at professional meetings or through other association networks, articles in professional publications, social media, promotion through Consultant’s database, and the like.

TO: CCAC Board of Directors FROM: Byron Pope, MMC President DATE: April 29, 2016 SUBJECT: Approval of Job Description for the Sixteen (16) Region Director positions The Region Director Committee (RDC) includes the following Board members: Immediate Past President Shirley Concolino, First Vice President Jose Jasso, Legislative Director Randi Johl-Olson, Northern Division President Deborah Padovan and myself. The RDC has prepared and unanimously approves the following final draft Region Director job description. We are requesting the Board’s input and approval. Upon approval, the next steps will be to immediately start advertising the Job Description to the membership in advance of the upcoming Board Election.

Final Draft 04/2016

CITY CLERKS ASSOCIATION OF CALIFORNIA REGION DIRECTOR JOB DESCRIPTION AND DUTIES

AS REGION DIRECTOR YOU WILL:

Attend all CCAC Board meetings as a voting member representing respective Region

Develop and maintain a direct and regular communication with fellow Region Directors

Keep all Regional Members advised of CCAC Goals and Board actions.

Assist the Professional Development Director and PDD Committee in facilitating a minimum of two (2) region educational meetings/trainings each year (additional networking opportunities in your region are also encouraged)

Solicit volunteers from your region to work with you as your “region committee” to facilitate educational meetings and trainings

Absent anything time sensitive, submit articles or information for publication in the Official Word upon notification from the Communications Director (schedule with deadlines will be e-mailed)

Actively encourage membership in CCAC and IIMC to new regional members

Write letters of recommendation for members seeking CMC and MMC certification

Disseminate information to region members from the Board as requested and directed

Actively engage in and support the CCAC’s legislative agenda, which includes education and advocacy

Develop, organize and staff regional fundraising activities and events; support CCAC fundraising efforts, activities and events

Make contact with new CCAC Members within your Region upon notification from the 2nd Vice-President and/or Association Management Firm

Make contact with new CMC and MMC members within the Region upon notification from President

Develop and maintain an active region roster

Region Director Job Description and Duties

Final Draft 04/2016

2

Strengthen and encourage positive programs which will result in a stronger professional image and knowledge of the office of Municipal Clerks

Undertake special projects that may be requested by the CCAC President and/or Board

Transfer current information and materials to successor Region Director upon transition

Perform responsibilities consistent with all CCAC By-Laws and Policies & Procedures

Other duties as assigned

TO: CCAC Board of Directors FROM: Byron Pope, MMC President DATE: April 29, 2016 SUBJECT: Remove the California CMC and MMC List from our CCAC Website

The list of California members that hold a CMC and MMC designation, currently on our Association website, is outdated. IIMC representatives were alarmed and very concerned to discover that we have listed all of the California member’s information on our website (including their IIMC identification number). IIMC does not print certification information for all to see on their website. They have a “member only section” and it is updated monthly. Three of their staff received calls from a California Clerk who was digging for information on a particular clerk. IIMC has a policy that does allow them to give out information to third parties. Since the Clerk looked at the list on the CCAC website, she received bad and outdated information, and she tried getting updated information three separate times from three different IIMC staff members. If an IIMC Member drops their membership and held a CMC or MMC, IIMC does not recognize their certification. They must be a member in good standing for the certification to be recognized. Based on this information from IIMC, I request that we immediately remove the information from our website. If we decide that we need something on our website, it should only be a link to the certification section on IIMC’s page (with IIMC’s written consent).

CCAC BOARD POLICIES

Title

DUES STRUCTURE

Number

106

Dates

Adopted: 4/26/2013

Revised: 10/24/2014

1. POLICY STATEMENT AND PURPOSE

It is the policy of the City Clerks Association of California (CCAC or Association) to set membership dues by taking into consideration the Association’s ability to have sufficient funds to provide services to its members balanced by remaining affordable to agencies of all sizes. This policy sets the current dues structure and rates.

2. SCOPE This policy shall apply to all Association members.

3. RESPONSIBILITY The second Vice-President is responsible for billing member agencies according to the approved dues structure.

4. DUES STRUCTURE Member dues are payable for the calendar year by January 1st of each year. New members wishing to join the association may do so at any time during the calendar year, by paying full dues between January 1 – June 30, and paying half the regular dues amount between July 1 – December 31. Memberships are owned by the person or entity who paid annual dues.

POPULATION PRIMARY MEMBER

DUES

EACH ADDITIONAL

MEMBER DUES

ANNUAL MEMBERSHIP

FEE

City of Less than 10,000 $ 90 $40 N/A

City of 10,000 to 49,999 $130 $55 N/A

City of 50,000 to 100,000 $170 $70 N/A

City of More than 100,000 $210 $85 N/A

Lifetime, Honorary Members N/A N/A N/A

Affiliate Members (Includes Retired Members) N/A N/A $75

Governmental Agencies (Includes Special Districts, Joint Powers Authorities, and Any Other City, County or State Government Agency)

$160

$65

N/A

42

5. POLICY HISTORY Previously Appendix I – CCAC Dues Structure, revised 4/26/13, and last Revised 10/14

6. X-REF

Bylaws Article IV – Dues

43

TO: Byron Pope, President, City Clerks Association of California Board of Directors, CCAC FROM: Stephanie D. Smith, MMC, City Clerk, City of Lake Forest Southern Division Professional Development Director DATE: April 29, 2016 SUBJECT: Request for CCAC Support of Public Records Working Group/Committee REQUESTED ACTION: Support the formation of a CCAC Working Group, in cooperation with the League of California Cities City Attorney Department, tasked with identifying and/or developing best practices and strategies, including technological solutions, surrounding the handling of Public Records and Records Management pursuant to Government Code Section 6250 et seq.

EXECUTIVE SUMMARY: Representatives from the City Attorney’s Department at the League of California Cities (“LOCC”) are interested in forming a City Clerk/City Attorney Work Group focused on Records Management and the Public Records Act (“PRA”). The intent of the Working Group is to develop best practices and standards regarding Records Management to assist in the smooth implementation of amendments to the PRA as well as provide guidance and expertise to the legislature on related topics. The committee would be comprised of representatives from the City Attorney’s Department and CCAC, with members from across the state invited to join. BACKGROUND: I was recently approached by my City Attorney, Scott C. Smith, Best, Best & Krieger, for assistance in working with him and other members of the City Attorney’s Department at the LOCC on best practices regarding Records Management and how these practices might assist other agencies in dealing with the PRA. Attorney Smith is concerned recent amendments to the PRA (SB 272), are just the beginning and rather than be reactive when legislation such as this is enacted, believes formation of a City Clerk/City Attorney Working Group designed to develop and implement best practices regarding public records that can be standardized across agencies will mitigate impacts to agencies under any new legislation. Attorney Smith contacted me directly due to our professional working relationship that spans twenty-five years and two different agencies, as well as my involvement in the Association of Records Managers and Administrators (“ARMA”), having served as President and holding multiple other offices with the Southern California/Inland Empire Chapter of that organization.

DISCUSSION: The Public Records Act has most recently been amended to require the publication of a catalog of agencies’ enterprise software systems on the agency website. Agencies throughout California are currently struggling with implementation of this new requirement, effective July 1, 2016. The format of the catalog is not clearly defined by the legislation, and there is concern the publication of the catalog might lead to additional requirements surrounding the content of the enterprise systems, not currently required to be disclosed openly on the website. The language of SB 272 was amended and revised many times during the legislative process, with the assistance of members of MISAC and CCAC. At the heart of SB 272, however, is the issue of amending the PRA, administration of which is primarily the responsible of the City Clerk. The distinct possibility exists there will be further amendments to the PRA proposed, most brought forth by the tech industry seeking to further their research and development efforts in order to sell agencies more products. This is not necessarily a bad thing. However, legislation driven by commercial interests rather than the public interest tends to be balanced toward the private good as opposed to the public good. My proposal is intended to give public agencies a greater voice in the PRA discussion, as a City Clerk/City Attorney Working Group devoted to issues of Records Management and implementation of the PRA within our agencies will allow agencies to develop strategies and practices that both best represent the public interest and are feasible to implement. The purpose of the Working Group would be to develop and/or identify best practices regarding Public Records, including technological solutions, and present standards for consideration, similar to the recent Minute Taking Standards developed by the committee led by Shalice Tilton, City Clerk, City of Buena Park. It is envisioned this would be a task-specific Working Group which would exist as long as necessary to complete the development of practices and standards, estimated not to exceed 3 years. However, the ongoing discussion of the PRA and Records Management is always relevant to the role of the Clerk, and for members who lack access to ARMA resources, this Working Group might benefit from ongoing CCAC support. This is not intended to be a legislative committee, however it is likely the Working Group will at some time in the future work with the legislature on crafting PRA amendments that better meet the needs of public agencies as well as assist the burgeoning tech industry in developing solutions that benefit the public interest. As such, I would invite the CCAC Legislative Director to join this Working Group, at least when legislative work commences, most likely twelve months from formation. The Working Group would be comprised of members of the City Attorney’s Department and CCAC, with myself serving in a leadership capacity due to my interest and experience with Records Management. As many Clerks as are interested are welcome to join, and I would recruit from throughout the 16 regions of CCAC. It is anticipated most meetings would be virtual/webinar based. Support from CCAC in this endeavor would be greatly appreciated.

city clerks association of california … clerks association of california . executive board meeting...

Documents